3 ROBLEMS IN OFF PRACTICE 
m AND BUSINESS STYLE & 



HAROLD STRUMPF 



IPlHPl 



iiUiiUnni:. Hill. 




Class 44 F^sa-T 



Book.. 



5>S3. 



Copyright N?_ 



cebricsht deposit 



Problems in Office Practice 

AND 

Business Style 



BY 

HAROLD STRUMPF, B.A. 

CHAIRMAN OF THE DEPARTMENT OF STENOGRAPHY 

TYPEWRITING AND OFFICE PRACTICE 

MORRIS HIGH SCHOOL 

AND 

SPECIAL INSTRUCTOR, EXTENSION DIVISION 

COLLEGE OF THE CITY OF NEW YORK 




THE GREGG PUBLISHING COMPANY 

New York Chicago Boston San Francisco London 



TO MY WIFE 

WHOSE SOUND BUSINESS JUDGMENT 
HELPED TO SMOOTH OVER MANY OBSTACLES 



tf 



■<& 



COPYRIGHT, 1922, BY THE 

GREGG PUBLISHING COMPANY 

L 5 7 F-5 



PRINTED IN THE UNITED STATES OF AMERICA 



M 27?3 



)aA698109 



PREFACE 

The office worker of today may be an executive tomorrow. 
But the office worker is not the product of chance. To prepare 
him for the office we must give him a training which will supply 
him with the necessary experience and shorten his period of 
apprenticeship. The commercial teacher who graduates a 
student simply with a knowledge of stenography, typewriting, 
and bookkeeping has failed dismally in his duty, both to the 
student and to the future employer. 

The greatest problem of the office manager is inefficiency. 
Formerly, the ordinary business man was satisfied to receive 
into his organization the worker who possessed no other qual- 
ities than a presentable appearance and a willingness to learn. 
But the executive of today, engrossed in the solution of the 
big problems that make for the success of the institution which 
he helps to direct, requires a service that functions smoothly. 
To accomplish this end he demands of the employees a greater 
familiarity with the intricacies of the office equipment, an 
ability to handle office appliances, and a knowledge of business 
usage, terms, and procedure. In short, he needs an assistant 
with initiative and ability to do, and not a mere learner. 

This book has been developed as a result of many years' 
direct classroom contact with the immature mind of the stu- 
dent of high-school age, and with the maturer mind of the 
teacher, unfamiliar with office routine and business procedure. 

To answer the numerous questions that may naturally 
arise in an individual confronted by new and modern office 
machinery and difficult office problems, and properly to guide 
the teacher in the selection of material to be presented to the 

iii 

■ < * 



iv PREFACE 

student, or to be emphasized, has been the author's aim 
throughout this work. 

Letter writing is the most important function in a modern 
business office, having supplanted to a great degree the direct 
personal contact that formerly existed between a commercial 
house and its customers. Because of this condition the chap- 
ter on the formal parts of the letter has been exhaustively 
treated. The answers to the questions in this chapter are 
from the standards adopted by some of the foremost com- 
mercial houses, as well as by the highest authorities on busi- 
ness English. For postal information, the latest bulletins of 
the Post Office Department have been carefully consulted and 
the technical language clarified. The concise descriptions of 
the numerous office appliances have been approved by the 
manufacturers of the machines. Lastly, because of a woeful 
ignorance of the proper sequence of the letters of the alphabet, 
and the rudiments of alphabetizing, the chapter on alphabetiz- 
ing, with its problems, has been included as an aid to the study 
of filing and indexing. 

If some of the inefficiency and lack of training in business 
procedure, of which office managers complain so bitterly, will 
have been eradicated by a study of this book, the author will 
feel himself sufficiently repaid for the labor involved in the 
undertaking. 

Harold Strumpf. 



SUGGESTIONS TO TEACHERS 

The subjects treated in the different chapters of this book 
have been definitely organized and logically developed by the 
question and answer method. Only such matter as has been 
found to be absolutely indispensable to a proper preparation 
for the office has been included, the author relying upon the 
good judgment of the teacher to add or eliminate wherever the 
needs and the maturity of the student warrant it. 

The book may be used in either one of two ways: As a text 
around which the recitation lesson is developed and amplified; 
and as a review and drill, topic by topic. A combination of 
both methods will be conducive to the best results. When 
used as a text, however, the numerous exercises that have been 
included in the various chapters will be especially helpful to 
develop power, skill, and judgment in the pupil. 

Teachers will find that the method of presenting the text — 
by question and answer — and the subjects included, is a fea- 
ture of especial advantage from the standpoint of review and 
drill. Every possible phase of business English, office practice, 
and typewriting has been covered as required by the syllabus 
of the University of the State of New York (Regents). In 
addition to this, questions have been based upon the applica- 
tion of these subjects to the needs of the modern complex of- 
fice organization. 

The problems in tabulation and arrangement, so important 
in a typewriting class, will greatly relieve the mind of the 
teacher, for here, already assembled, are a sufficient number 
(ranging in degree of difficulty) to cover the needs of a whole 
term. Similarly the letter-placing problems have been gath- 



vi SUGGESTIONS TO TEACHERS 

ered with great care to give the students sufficient practice not 
only for proper placing on the paper but for a test of sentence 
structure, capitalization, punctuation, and development of a 
language sense. In a shorthand class, it is advisable to dictate 
these letters. Those pupils who have had no shorthand have 
the same problem to face and solve, by transcribing on the ma- 
chine, direct from the text. 

Furthermore, the subject of office practice has lately been 
introduced as a prepared subject, counting toward graduation 
in the senior high schools, and similarly introduced by the board 
of education in the junior high schools. As the subject, how- 
ever, has been found to be vague and indefinite, the author 
has seen fit to incorporate in this book a complete syllabus, and 
weekly lesson plans which he has used with considerable suc- 
cess. These plans though definitely outlined are offered as 
suggestions only, to be modified or amplified as may be desired, 
or as equipment permits. They should prove of great help to 
the inexperienced teacher of office practice. 

Lastly, not a. little attention has been given to the language. 
To make it simple enough for the comprehension of the senior 
high-school student and equally intelligible to the ninth-year 
elementary-school pupil has been the author's goal. 



CONTENTS 

PAGE 

PREFACE iii 

SUGGESTIONS TO TEACHERS v 

CHAPTER 

I THE BUSINESS LETTER — ITS PARTS 

The Business Letter i 

Envelopes 29 

Exercises in Addressing 34 

Word Division 37 

Single and Separate Words 37 

Figures . • 38 

Abbreviations 40 

Capitalization 43 

Punctuation 45 

Proof Reading 4S 

Kinds of Letters 54 

Legal Work and Specifications 55 

Business and Law Terms 63 

II LETTER PLACING 

Letters for Arrangement, Capitalization and Punctuation . . 68 

III THE TYPEWRITER 

Parts 86 

Care of Machine 91 

Operation 92 

Special Characters not on Keyboard 100 

Spacing after Punctuation 102 

Manifolding and Duplicating Machines 105 

Copying Outgoing Mail m 

IV TABULATION AND ARRANGEMENT 118 

V FILING AND INDEXING 141 

vii 



viii CONTENTS 

CHAPTER . PAGE 

VI POSTAL INFORMATION 

Money Order Division 173 

Registry Division 175 

Special Delivery 178 

Parcel Post 178 

Rural Delivery 182 

Postal Savings 183 

Dead Letter Division 183 

Rates of Postage 185 

VII OFFICE APPLIANCES 

The Telephone 188 

Emergency Calls 192 

Telegrams 194 

Cablegrams 196 

Other Valuable Office Aids 200 

Office Reference Books 216 

Exercises on Reference Books 219 

VIII ALPHABETIZING 

Alphabetizing 226 

Exercises in Alphabetizing 227 

Arrangement of Names on Folders for Filing 230 

IX SUGGESTED COURSE OF STUDY AND SYLLABUS 

First Week — Outgoing Mail — The Formal Parts of a Business 

Letter 238 

Second Week — Incoming Mail 240 

Third Week — Taking Dictation 241 

Fourth Week — Typewriter Standards for Proper Transcription 243 

Fifth Week — Postal Information 245 

Sixth Week — Manifolding and Duplicating 247 

Seventh Week — Copying 248 

Eighth Week — Filing and Indexing 250 

Ninth Week — The Telephone and the Switchboard . . . 252 

Tenth Week — Office Appliances and Devices 253 

Eleventh Week — Telegrams and Cablegrams 256 

Twelfth Week — Commercial Papers and Forms .... 257 

Thirteenth Week — Office Reference Books 259 

X TYPEWRITING TESTS 



PROBLEMS IN OFFICE PRACTICE 
AND BUSINESS STYLE 

CHAPTER I 
The Business Letter — Its Parts 



Why should every person in business be thoroughly familiar 
with the proper mechanical make-up of a business letter? 

Because the business letter represents the writer and speaks 
for him. By its appearance he is judged. If a good impression 
is sought, correct forms must be observed. 



What is meant by "formal parts" or correct forms of a business 
letter? 

The proper, orderly, and correct arrangement of the important 
parts (other than the message itself) which appear in every 
letter. The arrangement of the formal parts gives the letter 
its appearance, which in turn leaves its favorable or unfavorable 
impression. 

3 

Name and explain the formal parts of every business letter. 

(a) The Heading (usually printed) consists of the firm's name 
and address, the kind of business engaged in, and the date of 
writing. Other information, such as the names of the members 
of the firm, its telephone number, trade marks, may be also 
added. 



2 OFFICE PRACTICE AND BUSINESS STYLE 

(b) The Inside Address (sometimes called the introductory 
address) consists of the name and complete address of the 
person or firm to whom the letter is sent. 

(c) The Salutation (or greeting) to the person who will get 
the letter. 

(d) The Body, which conveys the message. 

(e) The Complimentary Close, which appears after the body 
and is an expression of friendship on the part of the writer. 

(/) The Signature shows who the writer is or whom he repre- 
sents. 

(g) Additional data give dictator's and stenographer's ini- 
tials, number of inclosures, etc. 

(h) The Superscription, or address on the envelope. 



THE BUSINESS LETTER 

4 
Show by diagram the formal parts of a standard letter. 

Telephone No. 

LETTERHEAD 

LETTERHEAD 

LETTERHEAD LETTERHEAD 

Date Date Date 

Title and Name 

Street and Number 
City and State 

Salutation: 

Body of letter body of letter body of letter 
body of letter body of letter body of letter body of 
letter body of letter body of letter body of letter body 
of letter body of letter body of letter body of letter 
body of letter body of letter body of letter body of 
letter body of letter body of letter. 

Body of letter body of letter body of letter 
body of letter body of letter body of letter body of 
letter body of letter body of letter body of letter body 
of letter body of letter body of letter body of letter 
body of letter body of letter body of letter body of 
letter body of letter body of letter. 

Complimentary Close 
Signature 

Additional 
Data 



OFFICE PRACTICE AND BUSINESS STYLE 



In replying please quote Dept. E # I Refe ™J^ 
New York, March 15, 1922. r> ate 



Mr. Harold Strumpf, 
Address l66 St. & Boston Road, 

New York City. 



Inside 



Salutation Dear Sir: — 

Your letter of the thirteenth in- 
stant in regard to a demonstration by one 
of our Professional Typists was received. 
I shall be pleased to bring Miss Genevieve 
Maxwell, one of our best operators, to your 
school on Tuesday afternoon, March 21, at 
Body I:I 9 p -M. to give a demonstration. 

She is one of our fastest opera- 
tors and gives a wonderful demonstration 
of unusual educational value. All we shall 
need is a steady typewriter table and a 
chair. 

Trusting the date selected will 
be suitable, I remain, 

Yours very truly, Close 

Underwood Typewriter Company, signature 



9. sd. 



eo. S&. .s&iemecfce 



Particular 
Signature 



G. A. Meinecke, Business 

• Title 

School Representative. 



Identifica- GAM/ECJ 



THE BUSINESS LETTER 



(a) What items would you consider important if you had charge 
of the purchase of stationery and the printing of the letterheads? 
(b) Illustrate letterhead forms. 

(a) Stationery should be 8^ by n inches, of good texture, 
unruled, and preferably white, though there is no objection to 
tinted paper. Envelopes should match. The firm's name, 
kind of business, telephone number, place of business and cable 
address should be neatly and artistically arranged. Too much 
printing for purposes of advertising shows bad taste. Dignity 
is the watchword. 

(b) See letterheads as arranged on next page. 



Show several date forms that are accepted in modern business 
letters. 



1. April 15, 

2. January 

5 
1922 

3. October 
Fifth 


1922 


5. 
6. 


October 
Sixteen 
Nineteen Twenty 

April Twelfth 
1922 


1922 
4. Fifteenth 
October 




7. 


April 1 
1922 


1922 









OFFICE PRACTICE AND BUSINESS STYLE 




x 



THE BUSINESS LETTER 7 

7 

Why are the following date lines not in good form? {a) Jan. 
2d, 1920; (b) March 31st; (c) 12/11/21. 

(a) and (J?) These are incorrectly written because they do not 
follow good usage. Where the month is followed by the day, 
the signs d, rd, th, or st should never be written. 

(c) This is not accepted as good form because it compels the 
receiver of the letter to translate the number 12 to December. 

8 
Illustrate four good forms of inside address. 

1. Mr. Harvey Smith, 

116 Adams Street, 
New York, N. Y. 

2. Harvey Smith, Esq., 
118 Wooster St., 
Milwaukee, 

Wis. 

3. John Wanamaker 
Broadway at Tenth St., 
New York City 

4. Mr. Rupert P. Sorelle, Vice-President, 

The Gregg Publishing Company 
285 Fifth Avenue 

New York, N. Y. 



{a) In what kind of letters may the inside address be omitted 
after the date line? (b) Where is it written? (c) Illustrate. 

(a) In letters that are used for official business only or of 
a formal social nature. 

(b) Below the signature, at the left margin. 



OFFICE PRACTICE AND BUSINESS STYLE 
(c) 

May 13, 1918 

My dear Sir: 

You have doubtless noticed that very serious 
charges of dishonesty have been made in connection 
with the production of aircraft. 

Because of the capital importance of this branch 
of the military service, I feel that these charges should 
be thoroughly investigated and with as little delay 
as possible, in order that the guilty, if there be any 
such, may be promptly and vigorously prosecuted, 
and the reputations of those whose actions have been 
attacked may be protected, in case the charges are 
groundless. 

I have requested the Department of Justice to 
use every instrumentality at its disposal to investigate 
these charges, and, with the approval of the Attorney 
General, I am writing to beg that you will act with 
him in making this investigation. I feel that this is 
a matter of the very greatest importance, and I sin- 
cerely hope that you will feel that it is possible to 
contribute your very valuable services in studying and 
passing upon the questions involved. 

Cordially and sincerely yours, 



Hon. Charles E. Hughes 
9 Broadway 

New York City 



THE BUSINESS LETTER 



10 



Give the correct titles to be used for {a) a man, (b) an unmarried 
woman, (c) a married woman, (d) a widow, (e) two or more un- 
married women, (/) a firm of men with names given, (g) a lawyer, 
(h) a corporation, (i) a government official, (j) a state governor, 
(k) a minister, (/) a woman whose status is unknown, (m) a 
physician, (n) the wife of a doctor or a minister. 

(a) Mr. (before) or Esq. (after), (b) Miss, (c) Mrs. John 
Leeds, (d) Mrs. Clara Walters, (e) Misses or The Misses, 
(/) Messrs., (g) Mr. (before) or Esq. (after), (A) John Wana- 
maker or The John Chaplin Co., (i) Hon. or The Hon., (j) His 
Excellency, (k) Rev., (/) (Miss) Clara Leeds, (m) Dr. John 
Doe, or John Doe, M.D., (n) Mrs. (not Mrs. Dr., or Mrs. 
Reverend). 

ii 

Give two reasons why it is necessary to typewrite the inside 
address correctly. 

{a) Because the address on the envelope (called the super- 
scription) is taken from the inside address. 

(b) Because in many commercial houses semi-transparent or 
window envelopes are used. When the letter is folded and 
placed in the envelope the inside address will show through 
the window. 

12 

Give a list of salutations that are considered good form in 
business letters. 



Dear Sir: 


Dear Sirs: 


Dear Madam: 


Ladies: 


My dear Sir: 


Mesdames 


My dear Madam: 


Sir: 


Gentlemen: 


Sirs: 



io OFFICE PRACTICE AND BUSINESS STYLE 

13 

Mention various instances when these salutations are used. 

Dear Sirs and Gentlemen are the best forms to use in ordinary 
communications to mon. 

Dear Madam or Madam is used in a letter to any woman, 
married or single. 

My dear Sir and My dear Madam are more formal saluta- 
tions than Dear Sir or Dear Madam. 

Sir or Sirs is used in extremely formal cases such as govern- 
ment communications. 

Gentlemen, although most often used for many members of a 
firm, is also the salutation to be employed when writing to an 
incorporated firm doing business under the name of an in- 
dividual. 

H 

What is the difference in use between Messrs. and Gentlemen? 

Messrs. is an abbreviation and must always be followed by a 
name, while Gentlemen is a word of greeting introducing the 
letter, and is never followed by a name. 

15 

Show how the name line and the salutation to each of *he 
following should be written: {a) a clergyman, (b) a corporation, 
(c) a college professor, {a) a married woman, (e) an Assemblyman, 
{f) a Supreme Court Justice, (g) a firm of women, (h) a lawyer, 
(i) your principal, (j) a widow, (k) a doctor, (I) John Wanamaker, 
(m) the President of the United States. 

NAME SALUTATION 

{a) Rev. Percy Grant Dear Sir: 



(b) R. H. Macy & Co. 
(J) Prof. Paul Klapper 
{d) Mrs. William Lane 
(e) Hon. John Foley , 



Gentlemen: 
Dear Sir: 
Dear Madam: 
Sir: 



THE BUSINESS LETTER n 

NAME SALUTATION 

(/) Hon. William H. Taft .... Sir: 
(g) Mesdames Smith & Doe 

The Misses Smith & Doe . . . Ladies: 
(h) Mr. Robert Stanchfield 

Robert Stanchfield, Esq. . . . Dear Sir: 

(x) Mr. Elmer E. Bogart .... Dear Sir: 

(j) Mrs. Jane Richards .... Dear Madam: 
(*) Dr. Robert Koch 

Robert Koch, M.D Dear Sir: 

(/) John Wanamaker .... Gentlemen: 

(m) The President, Washington, D. C. Sir: (or, less formal) 

Dear Mr. President: 

16 

(a) What is meant by "artistic display" in a letter? (b) How 
is it accomplished? 

{a) The proper arrangement of a letter on a sheet so that it 
will attract the reader and arouse his interest. The typed 
letter should bear the same relation to the page as a picture 
does to a frame. 

(b) i. By the use of narrow or wide margins. 

2. By proper spacing between lines. 

3. By noting the length of the letter before typing. 

4. By developing a thorough familiarity with the short- 
hand notes so that the length of a typed letter may be 
accurately judged from the shorthand notes. 

17 

How would you space {a) a short letter, (b) a medium-length 
letter, (c) a very long letter, so that each presents an artistic ap- 
pearance on the page? 

(a) A short letter should be double spaced. Leave four line 
spaces after the date line. 



12 OFFICE PRACTICE AND BUSINESS STYLE 

(b) A medium-length letter may be double spaced or single 
spaced with wider margins. If single spacing is employed, 
there must be double spacing between the inside address and 
the salutation, the salutation and first paragraph, between 
paragraphs, and before the complimentary close. 

(c) A very long letter should have narrower margins and 
single spacing. 

18 

(a) How should tabulated or quoted matter in the body of a 
letter be spaced? (b) Illustrate. 

(a) Regardless of the spacing employed in the body of the 
letter (single, double, or triple), tabulated or quoted matter 
should be single spaced and indented at the beginning and at 
the end of each line. 



THE BUSINESS LETTER 13 

(b-i) 

LETTERHEAD 



May 17, 1922 

Saginaw Furniture Co., 
160 Lincoln Street, 
Saginaw, Mich. 

Gentlemen : 

ATTENTION OF MR. BROWN 

Please send us, by fast freight, the following order: 

5 # 1080 Dining Tables 
5 # 1083 Buffets 
5 doz. # 1076 Dining Chairs 
5 # 1074 Dining Chairs 
3 # 1090 China Closets 

We should like this order billed at your lowest cash 
discount, as we plan to make prompt remittance. 

Yours truly, 



14 OFFICE PRACTICE AND BUSINESS STYLE 

{b-2) Arrangement for enumerated list. 



THE GREGG PUBLISHING COMPANY 

285 Fifth Avenue, New York, 

March 24, 1922. 
Mr. Herman Reinbold, 
Chicago, 
Illinois. 

Dear Sir: 

The number of works on shorthand in all languages 
known to the Royal Stenographic Institute, Dresden, the 
greater portion of which are in its library, as stated by 
Prof. Dr. Zeibig, under date of June 23, 1883, was 3295, 
divided as follows: 



Latin 

Italian 

Welsh 


91 

8 


English 

Roumanian 

French 


780 

6 

490 


Slavonian 
Spanish 
Russian 
Slovenian 


3 
7i 

52 
3 


Bohemian 
Portuguese 
Polish 
Croatian 


33 
16 

22 

7 


Bulgarian 
Finnish 


4 
1 


Hungarian 
Danish 


75 
7 


Norwegian 

Grecian 

Dutch 


1 

3 
14 


Swedish 
Turkish 
German 


22 
1 

i ? 434 



These facts have been gathered and translated 
mainly by a gentleman of unusual linguistic attain- 
ments, an expert stenographer. The data have been 
obtained from recent publications and by personal cor- 
respondence. 

Respectfully yours, 



THE BUSINESS LETTER 15 

19 

{a) What is meant by a marginal heading? (b) When is this 
form used? (c) Illustrate. 

(a) When a topic used as the heading requires a sub-topic, 
the sub-topic is set out in the margin with plenty of space 
around it. 

(b) This form of spacing is used in technical matter, essays, 
treatises, architectural specifications, or histories. 

THE BEGINNING OF MODERN LITERATURE 

(c) The history of England during the greater part of 
the eighteenth century is the history of rapid and com- 
prehensive changes in almost every department of the 

nation's life — industrial, religious, po- 
Changes in litical, social, and intellectual. As we 
eighteenth- advance, the England of Pope and Addi- 
century son, now well-nigh as remote from our 

England daily life as that of Shakespeare or Milton, 

recedes with wonderful swiftness, and 
through a rapid succession of changes we pass into the 
England of today. 

20 

(a) Mention three typewriting forms used for (( artistic dis- 
play.' 9 (b) Illustrate each form. 

(a) The indented, the block, the extended or hanging form. 



16 OFFICE PRACTICE AND BUSINESS STYLE 

(b) Indented form — single spacing. 



TREASURY DEPARTMENT 

Sixth Auditor's Office 
Washington, D. C. 

Hon. Charles Foster 

Secretary of the Treasury- 
Sir: 

I have the honor to submit the following report 
of the business operations of this office during the 
fiscal year ended August 30, 1918: 

It affords me pleasure to inform you that the 
work of the several branches of this Bureau is in a 
very satisfactory condition, and fully up to the re- 
quirements of the Department. In fact, in many im- 
portant particulars, it is in a more advanced stage at 
this period of the year than has hitherto been the case. 

This satisfactory result has been accomplished, 
however, only by the most systematic and unremitting 
efforts on the part of the officers and employees through- 
out the entire Bureau. The work of this office is al- 
ways on the increase by reason of the growth of the 
postal service, while a corresponding increase of force 
has not been made. 

The want of additional clerical force has been 
seriously felt in several divisions, but most severely 
in that branch of the office in charge of assorting and 
numbering the money orders and postal notes. 
Respectfully submitted, 

Auditor 



THE BUSINESS LETTER 17 

Indented form — double spacing. 



LETTERHEAD 




March 


24, 1919 


Mrs. Walter Bruce Scott, 




1 107 Broadway 




White Plains, New York 




Dear Madam: 




Replying to your last communication, we are 


very sorry that the net has not yet been 


delivered. 


Inasmuch as the package was forwarded 


from our 


store promptly and correctly addressed and 


no request 


to have it insured was made, we are unable 


to assume 


responsibility. 




However, the postal authorities have 


been in- 


structed to trace the shipment, and we 


hope that 


through their efforts a prompt delivery will be made. 


Yours very truly, 




SV 





1 8 OFFICE PRACTICE AND BUSINESS STYLE 

Block form — indented paragraphs. 



March 26, 1919 
Lynn Motor Car Company 
62 Park Street 
Fall River, Mass. 

subject: lanley complaint 
Gentlemen: 

Since writing you under date of yesterday we have 
been informed by Mr. James Lanley that the vibration 
caused by your hammers is noticeably more violent 
than heretofore. He also informs us that several resi- 
dents of the neighborhood have complained of this; 
others allege that the plaster in their houses is beginning 
to crack and peel off because of the hammering. 

Mr. Lanley's neighbors are willing to join with him 
in taking steps to force the cessation of what they claim 
is becoming an unbearable nuisance. Mr. Lanley does 
not wish to be unreasonable in this matter, and only 
assumed the burden of taking the matter up with you 
because possibly the damage to his house is greater 
than to any other, but he does not wish you to think 
that he is the only one who is annoyed, and he is willing 
to settle the matter with you upon any reasonable basis. 

We must, however, at this time, respectfully notify 
you that unless something definite in this matter is 
done on or before next Monday we shall be compelled 
to take further proceedings. 

Very tiuly yours, 

SV Secretary 



THE BUSINESS LETTER 19 

Second block form. 

LETTERHEAD 



May 17, 1921 

Mr. Harold Strumpf 
166 Street & Boston Rd. 
Bronx, N. Y. 

Dear Sir: 

Your letter of May 9, addressed to our New York 

Office, has been referred to us for further attention. 

It is rather difficult for us to give you any definite sug- 
gestion or advice regarding your proposition, but we 
are sending you, under separate cover, copy of our 
General Catalogue 20 and would say that it might be 
possible for us to lend you original photographs of any 
of the illustrations shown in this catalogue if you find 
that you can make use of them. 

Yours very truly, 

THE WEIS MANUFACTURING COMPANY 

R. H. Sprague 
LHG 



20 OFFICE PRACTICE AND BUSINESS STYLE 

Extended or hanging form. 



LETTERHEAD 



July 7, 1 92 1. 
Mr. Harold Strumpf 
857 Crotona Park N. 
New York, N. Y. 

Dear Sir: 

Re: 751480-Capital Ins. Co. 

In reply to your favor of the seventh instant, please 
find inclosed our check #Ai2330 for $14.03 pay- 
able to the Capital Insurance Company or your- 
self, refunding the premium on the above policy, 
sent to us through error. 

We had intended to remit direct to the Capital In- 
surance Company, but have since learned that 
you sent them a duplicate check. 

Kindly receipt and return the inclosed voucher. 

Very truly yours, 

Metropolitan Manager. 
WH/CL 
Inc. 



THE BUSINESS LETTER 21 

21 

(a) How would you typewrite the heading of the second page of 
a long letter? (b) Illustrate. 

(a) Type the first page, stopping about one inch from the 
bottom. Before continuing the second or third sheet, type- 
write initials of the person addressed, at the left margin of the 
second page, and place the sheet number immediately after 
or in the center. Date the letter on the same line at the right. 
Do not attempt to center long letters. 



Mr. C. J. R. #2 3/16/22 

are as low as we can possibly make them, and they are 
the same whether a customer is buying only a small 
quantity or is buying thousands of dollars' worth. 
We are confident that, quality considered, you cannot 
equal these prices elsewhere. 

As you have requested, we are returning the en- 
tire list to you. We believe that you are really seeking 
not a cheap plant but an efficient plant at a low price, 
and that is what we are offering you. We feel confident 
also, that after you have carefully considered the 
whole matter and have compared our prices with those 
which others are asking, you will place this order with us. 

Yours truly, 

sv 



22 OFFICE PRACTICE AND BUSINESS STYLE 

22 

(a) Write in proper form, with correct capitalization and 
punctuation, the given parts of the following letters: 

i. 9 orange st plymouth kan charles burns esq danville ill 
dear sir yours sincerely george brown 

2. room 58 world bldg saginaw mich dec 15 1916 messrs 
scudder and white cor bergen ave Warsaw minn dear 
sir yours truly harris yard company John green president 

3. 815 Washington st huntsville n j the thrifty grocery 
store 195 charles st la fontaine wis gentlemen yours mr 
george white 

4. 1856 henry ave st louis mo aug 19 1914 mr corey director 
of the juvenile actors show 84 burnside road london 
england dear sir yours sincerely james lee 

5. office of harold walsh and co lawyers 44 wall st new 
york sept 8 owen brien 46 armitage ave bristol england 
dear sir yours truly 

6. county court house Johnston street cardifF wales april 5 
1907 miss mary goodemen c/o united bank york Scotland 
sincerely yours richard perkins 

7. mr silas anderson r f d no 7 moorhead minn dear sir 
yours truly bennet j nisbet 

8. miss nellie iverson university of ohio dear miss iverson 
yours sincerely charles davis box 68 bliss idaho 

9. mr h g magner treasurer union trust co zanesville ohio 
my dear sir 

10. mr g j proctor parkview n j dear sir 

11. maurice wall esq. president new york new haven & hart- 
ford ry new york dear sir 

12. messrs j g ransom t a wilson and the burnell committee 
gentlemen 



THE BUSINESS LETTER 23 

23 

COMPLIMENTARY CLOSE 

{a) Give the most acceptable complimentary closes in a business 
letter, (b) Give instances of the use of (1) Respectfully yours y 
(2) Respectfully submitted, (3) Sincerely yours y and (4) Yours 
truly. 

{a) Yours truly, Yours very truly, Truly yours, Very truly 
yours, Sincerely yours. 

(b) (1) Respectfully yours is more formal than Truly yours, and 
is used when writing to a Board or Commission, or to 
some one in a position of authority, or when request- 
ing a favor. 

(2) Respectfully submitted is used when submitting re- 
ports, a series of facts, or statements. 

(3) Sincerely yours is used when a friendly relation ex- 
ists between the parties, in addition to the business 
relation. 

24 

{a) Mention six qualities of a good business letter and (b) briefly 
explain each. 

{a) 1. Conciseness 2. Courtesy 3. Dignity 

4. Unity 5. Emphasis 6. Coherence 

(b) 1. Conciseness or brevity is that quality by which the 
writer makes his message complete in the fewest pos- 
sible words. 

2. By courtesy is meant the proper respectful attitude of 
the writer toward the reader. It includes tact, sym- 
pathy with his point of view, and politeness of speech. 

3. Dignity is the quality in a letter which represents the 
writer's personality, individuality, and character. 
The language is distinctive and characteristic of that 
particular writer. 



24 OFFICE PRACTICE AND BUSINESS STYLE 

4. Unity is that principle by means of which certain 
ideas which have no bearing upon the message are 
excluded and only essential matter retained. 

5. By emphasis is meant the selection of the more im- 
portant ideas, and devoting more time and space to 
them. Emphasis may also be secured by capitaliza- 
tion, different ribbon color, or underscoring. 

6. Coherence is the quality in a letter by means of which 
one idea is made to flow smoothly and logically into 
another. 

25 

SIGNATURES 

In what capacity may people sign business letters? 

1. As individuals, for themselves, or for a partnership. 

2. As agents signing for others. 

3. As officials of a corporation signing for the corporation. 

26 

Illustrate (a) two individual and (b) four different partnership 
signatures. 

{a) John C. Calhoun 

J. Walter Thompson 
(b) I. Williams & Smith 

2. Upton & Company 

3. James Broder & Sons 

4. Howard P. Smith & Bros. 

27 

Show three different ways in which an agent should sign for 
others so as not to be liable for damages himself. 

I. Samuel Hunter (in his own handwriting) 

for THE ACME LEATHER COMPANY (typewritten) 



THE BUSINESS LETTER 



25 



2. THE ACME LEATHER COMPANY (typewritten) 
By Samuel Hunter (in his own handwriting) 

3. UNIVERSAL TYPEWRITER COMPANY (typewritten) 
S. H. (in his own handwriting) 

28 

How should the following individuals sign: {a) an unmarried 
woman, (b) a married woman, (c) a widow, (d) any woman signing 
a legal document. 

{a) (Miss) Jane Wilson 

(b) Harriet R. Wilson 
(Mrs. John Wilson) 

or 
Mrs. John Wilson 

(c) (Mrs.) Harriet R. Wilson 

(d) Harriet R. Wilson 



29 

Show four types of corporation signatures. 

1. THE ACME LEATHER COMPANY (typewritten) 

John C. Feelwell (written) 

Sales Manager. (typewritten) 

2. THE ART-TYPE SHOP (typewritten) 

John V. Walsh (written) 

President. (typewritten) 

3. WALTER C. MORRIS (written) 

President (typewritten) 

The Morris Plan Co. (typewritten) 

4. HOME INSURANCE COMPANY (typewritten) 

John L. Hoey (written) 

John L. Hoey (typewritten) 

Treasurer (typewritten) 



26 OFFICE PRACTICE AND BUSINESS STYLE 

ADDITIONAL DATA 

{a) How may the reader of a letter tell who the dictator and typist 
of that letter were? (b) Why is this knowledge valuable? 

{a) The initials of both the dictator and the typist should 
always appear in the lower left-hand corner of the letter, below 
the signature. The dictator's initials are written first, followed 
by those of the typist. 

(b) It fixes responsibility for errors. 



31 

Show different ways in which initials may be indicated. 

ABC/ST ABC-ST ABC***ST ABC ABC/2 SV 

ST 

32 

What is the meaning of the number in ABC/2? 

When a great many stenographers are employed, each re- 
ceives a number which is used instead of initials. In this way 
the work of two stenographers having the same initials is 
definitely known. 

33 

{a) How does a typist indicate that a letter is to have an in- 
closure? (b) Illustrate. 

{a) The notation is made below the dictator's initials in the 
following way: 

(b) Inc. Inclose-check Inclosures 

Inclose check 

contract 



THE BUSINESS LETTER 27 

34 

How should a typist address a letter so that the person may re- 
ceive it promptly after delivery? 

The letter should be addressed to the firm with the proper 
salutation. Immediately underneath the salutation, properly 
centered, and standing out boldly should be typed 

ATTENTION OF (name of individual or dept.) 

or 
Attention of (name of individual or dept.) 

35 

{a) What is meant by reference forms? (b) What is the pur- 
pose of a reference form? (c) Give five illustrations of common 
reference forms. 

{a) Reference forms are notations made at the top of the 
letter to call the attention of the reader to certain matters of 
importance to the writer, though bearing no relation to the 
message in the letter. 

(b) Reference forms facilitate the writer's proper filing and 
classification of the answers to the letters. 

(c) 1. Reply to Department. 

2. When replying please mention 165. 

3. Please refer to file number 15. 

4. Mention H. S. in your reply. 

5. Please quote RT when replying. 

36 

What attention should a correspondent give to reference requests? 

A correspondent should comply with any such request be- 
cause it saves the time of the file clerk in the employ of the 
writer. Such courtesy is appreciated by the writer of the letter. 



28 OFFICE PRACTICE AND BUSINESS STYLE 

37 

What punctuation sign should always appear after the date 
line? 

A period. 

38 

(a) What accepted punctuation generally follows salutations? 
(b) What capitalization should be observed in writing a saluta- 
tion of more than one word? Illustrate. 

{a) When business or social letters are written, a colon only 
should be used. (Some firms still use the old-fashioned colon 
and dash (: — ) or comma and dash (, — ). 

(b) Only the first and last word should be capitalized. My 
dear Sir: 



39 

{a) What part of the complimentary close should be capitalized? 
(b) What punctuation is used after the complimentary close? 

(a) Only the first word. 

(b) A comma. 

40 

Give six general directions for composing letters. 

1. Letters concerning one's own interest and requiring a 
reply should be accompanied by a self-addressed stamped 
envelope. 

2. Replies to letters should be made without delay. 

3. Lead pencil writing is not acceptable. 

4. Sarcasm in letters should be avoided. 

5. Abbreviations should be avoided in the body of a letter 
(except when ordering merchandise); quantities such as bbl., 
bu., oz., are abbreviated. 

6. Avoid the use of the sign & except in corporate names. 



THE BUSINESS LETTER 



29 



4i 

ENVELOPES 

What kinds of envelopes are most commonly used for corre- 
spondence? 

1. The commercial size known as number 6}4 (size 3^ x 6% 
inches). Any other size would not take the ordinary business 
letter. 

2. The official, or document, size 4x9. 

3. The legal size 4 x 10. 

42 

Illustrate by diagram the proper folding of (a) the commercial 
and {b) official and legal size letters. 

{a) 1. Place the sheet flat on the desk. 

2. Fold the sheet from the bottom toward the top, bring- 
ing the lower edge not quite up to the top. (Fig. 1.) 




FIG. 1 




fig. 2 



FIG. 3. 



(*) 



3. Make a fold from right to left at less than one-third 
of the width of the sheet. (Fig. 2.) 

4. Fold from left to right. (Fig. 3.) 

5. Place the envelope to the left of the folded letter and 
slip the letter into envelope. 

1. Place the sheet flat on the desk. (Fig. I.) 

2. Fold the sheet one-third from the bottom upward. 
(Fig. 2.) 



30 



OFFICE PRACTICE AND BUSINESS STYLE 



3. Fold the remaining third from the top downward. 
(Fig. 3.) 

4. Turn top edge toward the right and with the envelope 
held in the left hand slip the letter into the envelope. 



fig. 1. 




FIG. 3. 



43 

What three important items should appear in the superscription 
{address on the envelope)? 

1. The name of the person who is to receive the letter. 

2. Street and number (if in a city). 

3. City and state. 



THE BUSINESS LETTER 31 

44 

{a) How may the return of a letter be made easy if the person 
addressed cannot be located? (b) What other information does 
the Post-office Department permit on the envelope? (c) Where 
should this be placed? 

(a) Every envelope which is mailed should bear in the upper 
left-hand corner the name and address of the sender. This is 
called the return card. 

(b) Attention of (name), when the person is an employee or 
a member of the firm. 

Dept. K, when the letter is intended for a particular 
department. 

c/o Jones, when the letter is addressed to a person having 
no address of his own. 

General Delivery, when the person addressed calls for his 
mail at the post office. 

Please forward, when, because of a temporary change of 
address, his mail is to follow. 

(c) In the lower left-hand corner. 

45 

{a) What spacings may be used for the envelope address? 
(b) Explain each of these. (c) Where should the name line be 
written? 

(a) Single or double spacing. 

(b) When single spacing is employed the three lines of the 
address should begin at the same figure on the typewriter scale 
and the name of the state should be capitalized to make the 
address more legible to the postal employees. When double 
spacing is employed it is better to indent each line five spaces 
more than the preceding line. 

(c) The name line should be written in the middle of the 
envelope as if that were the only writing to go on the face of 
the envelope. 



32 OFFICE PRACTICE AND BUSINESS STYLE 

46 

(a) Show four forms of properly addressed envelopes, (b) How 
can the typist cooperate with the post office when addressing mail 
to a large office building? 



Mr. Rufus P. Ayres 

c/o The Garrison House 
Big Indian, N. Y. 



P. 0. Box 92 



Che Dew Ifrork Consematow of /Susie 


1 1 03 BOSTON ROAD 


NEW YORK CITY 


Mr. Andrew W. Davis 


134 North Beech Street 


Williamstown, Mass. 



THE BUSINESS LETTER 33 



Zbc piper 






MORRIS HIGH SCHOOL 




BOSTON ROAD & 1 66 


ST. 




BRONX, N. Y. 








The New York Telephone 


Co. 




456 East Tremont Avenue 




New York City 





Mr. William P. Ayres 
116 Morningside Park E. 
New York, N. Y. 



(*) 

Mail for delivery in large office and business buildings is 
subject to possible delay because of the absence of the room 
number included in the address. 



34 OFFICE PRACTICE AND BUSINESS STYLE 

Cooperate with the post office in improving the service by 
including the room number in the address on letter heads, 
envelopes, and in advertisements, and request correspondents 
to address mail in that manner. 



JOHN DOE 

574 Equitable Building, 
1 20 Broadway, 
New York, N. Y. 



47 

EXERCISE IN ADDRESSING ENVELOPES AND POSTAL CARDS 

Using the following addresses, write envelopes in accordance with 
the model forms given in answer on pages 33 and 34. Use careful 
discrimination in the use of capitals, abbreviations, and punctuation. 

Herman M. Elkan Certified Public Accountant 758 Kelly St. 

" New York N. Y. 

Aalholm & Hopkins Holmes Washington 

Abandsey Company 287 Winthrop Avenue New York N Y 

Abbe Engineering Company 245 Paterson Avenue New York 

NY 
Accountancy Publishing Company 709 E Kalow Avenue 

Raines Tenn 
Ace High Magazine Batavia N Y 
Mary Alden 2746 Prairie Avenue Susquehanna Pa 



THE BUSINESS LETTER 35 

Barnes Knitting Corporation 857 Luella Place Schenectady N Y 

Isidor Barrick Crystal City Texas 

Beal Burrows Dry Goods Company 1927 Sangamon Street 

Muncie Ind 
Edward B Beckett 1008 Ewing Place Pennsville N J 
F L Boehmoke & Company Rosemont Colo 
Bogart Piano Company 473 Ballow Street Keystone la 
Century Cork Company Butler N J 

Century Textile Company 847 Bryn Terrace Albany N Y 
Chemical Laboratories of N Y Meadowdale N Y 
City Island Yacht Club 273 City Island N Y 
Clancy Realty Company 999 Claradon Avenue Rockford Tenn 
Clothing Designer Company 989 Hinsche Street Needles Calif 
De Lancey School 695 Minerva Place Albany N Y 
Wm Delatour 964 Honore Street Muncie Ind 
De Lux Pastry Parlor 227 Ewing Place Needles Calif 
Demmerle & Company Pennsville N J 
Robert Dennis 485 Ballow Street Natrona Pa 
Diamond Glassware Company 8273 Monticello Avenue Grass- 
valley Calif 
Dillingham Brothers Schuylerville N Y 
John Dwyer 784 Harvard Avenue Helena Mont 
Emerson Shoe Company Clarksville Tenn 
Empire Burglar Alarm Company Reading Kans 
Empress Theatre 736 Mott Avenue Dayton Tenn 
Engineers & Contractors Equipment Company Baylis 111 
Ericsson Manufacturing Company Yorkshire Ohio 
Herman Essman Lakewood Mich 
Ever Ready Aluminum Company Arcadia La 
Famous Novelty Company 784 Laramie Avenue Philadelphia Pa 
Farm & Ranch 784 S Avers Avenue Chicago 111 
Fashion Jewelry Company 997 Marengo Street Tracy Colo 
Federal Embroidery Works 784 N Ashland Avenue Los Angeles 
Calif 



36 OFFICE PRACTICE AND BUSINESS STYLE 

Louis A Felber 94 Lincoln Street Cedar Rapids la 

Charles Foster 7845 Sawyer Avenue Detroit Mich 

Wm Ganz 534 Campbell Avenue Saint Joseph Mich 

Garment Center Realty Company Jonestown Miss 

Garment Exchange Inc Barles Ky 

General Paper Company Sterling Idaho 

Gibraltar Products Company 465 Lemoyne Avenue Oberlin Ohio 

Globe Coupon Exchange Ireland W Va 

Charles Gysin P O Box 974 Warren Arizona 

Maud Haas in Broadway New York N Y 

Hale Company 15 Park Row Grand Rapids Mich 

Samuel Halsey 50 Pine Street Keystone la 

John Hammill 104 W 101 Street Glenellyn 111 

48 

{a) What is meant by a "windoiv envelope"? Give (b) an ad- 
vantage and (c) a disadvantage in the use of a window envelope. 



Kt hot pritviMp I* rive e*rs nrrwiw to 

ftp <gr?99 -publisijittg (So. 

886 FIFTH AVENUE 
NEW YORK, - ti. Y. 






(a) A window envelope is one through which only the ad- 
dress typed on the inclosure becomes visible. 

(b) It saves time required in addressing the envelope. 

(c) It requires a special form of folding. 



THE BUSINESS LETTER 37 

49 

WORD DIVISION 

How are words divided at the ends of lines? Illustrate. 

1. Words of one syllable should not be divided. Ex. though, 
strength, bought. 

2. If in doubt divide according to pronunciation. Ex. 
Ex-cursion, gon-dola, na-tion, knowl-edge. 

3. Do not divide such words as nothing, also, besides, thorough. 

4. Do not divide names, numbers, or abbreviations. 

5. Words of only four letters even though having more 
than one syllable should not be divided. Ex. only, obey, many, 
against. 

6. Divide between a prefix and the letter following it. Ex. 
Be-tween. 

7. Divide between a suffix and the letter preceding it. Ex. 
lov-ing, judgement, invit-ed. 

8. When consonants are doubled, divide between the two 
letters. Ex. rub-ber, oc-casion. 

9. Th-sh-ch when sounded as one consonant (called a 
digraph) cannot be divided. Ex. Cath-olic, rash-ness, watch-ing. 

10. Words which, according to pronunciation, may be di- 
vided before or after a vowel should be divided after the vowel. 
Ex. criti-cize, medi-ta-tive. 

50 

SINGLE AND SEPARATE WORDS 

Give a list of words {a) always written as one, (b) always 
written separately, and (c) always compounded. 

(a) Words always written as one: 

already nowhere bimonthly 

always nobody northeast 

nothing altogether postscript 

everybody everywhere midwinter 



38 



OFFICE PRACTICE AND BUSINESS STYLE 



although 


something 


bookkeeper 


anything 


everything 


misspelling 


forever 


somehow 


somebody 


somewhere 


clerkship 


schoolroom 


anybody 


midday 


semiannual 


anywhere 


midnight 




b) Words always written separately: 




all ready 


some one 


every one 


all right 


no one 


by and by 


any time 


en route 


by the way 


any one 


per cent. 


one hundred 


c) The following expressions are always compounded: 


business-like 


by-product 


by-laws 


cross-purpose 


cross-stitch 


good-by 


cross-question 


ex-president 


half-round 


father-in-law 


half-yearly 


half-mast 


plain-spoken 


labor-saving 


title-page 


post-office (adj.) 


up-to-date 
51 

FIGURES 


well-read 



{a) How would you write a number at the beginning of a sen- 
tence? (b) How are numbers of measure, quantity, or weight 
written? Illustrate, (c) How are numbers written in technical 
matter? 

{a) Numbers should be spelled out at the beginning of a 
sentence. 

(b) Figures should always be used. 
The lot is 50 by no feet. 
Our Mazdas are 70 candlepower. 



THE BUSINESS LETTER 39 

We have only 5-lb. bags in stock. 

He is 16 years old to-day. 

The subscription price is 50^, #2.50 a year. 

Come to the office at 3 p.m. (three o'clock). 

(c) Roman or Arabic figures are used in statistics, tabula- 
tions, chapters, and pages. 

52 

{a) When two numbers are used successively, how are they 
written? Illustrate, (b) When the word "number" or "per cent" is 
used with numbers, how should the numbers be written? Illustrate. 

{a) One set should be written in figures and the other spelled 
out. 

Ex. In 1922, 3 million soldiers were awarded bonuses by 
Congress. (Wrong.) In 1922 Congress awarded bonuses to 
three million soldiers. (Right.) 

(b) When these words are spelled out the amount is spelled 
out. When the abbreviation is used the figure is used. 
Ex. No. 5, #5,5%, Number five, Five per cent. 

S3 
(a) How are fractions written? (b) Illustrate. 

(a) Fractions are written out, unless a mixed number is used. 

(b) Fraction: One-fourth — mixed number: i\. 

54 

(a) How are sums of money written? Illustrate. 

They should be expressed in figures followed by the sign ff, 
in sums less than one dollar. In sums over a dollar figures are 
used. In legal papers figures are written in parentheses follow- 
ing the written words. When the amount consists of dollars 
and cents, figures are used. 

(b) 54^, $3.12, Five Hundred Dollars ($500). 



40 



OFFICE PRACTICE AND BUSINESS STYLE 



55 

{a) How are numbered pages, rooms, registers written? (b) Il- 
lustrate. 

(a) These are always written in figures. 

(b) Turn to pp. 14 and 15. 

See Miss Jones in room 122. 
The register of this class is 42. 

56 

ABBREVIATIONS 

{a) What states and territories are not abbreviated? (b) What 
states and territories are abbreviated? Illustrate. 



{a) Alaska 


Hawaii Iowa ■ Ohio 


Samoa 


Guam 


Idaho 


M; 


line Oregon 


Utah 


(b) Alabama 


. . . 


Ala. 


Massachusetts 


Mass. 


Arizona 


. 


Ariz. 


Michigan 


Mich. 


Arkansas 


. 


Ark. 


Minnesota . 


Minn. 


California 


. 


Calif. 


Mississippi . 


Miss. 


Colorado 


* 


Colo. 


Missouri 


Mo. 


Connecticut 


Conn. 


Montana 


Mont. 


Delaware 




Del. 


Nebraska 


Nebr. 


Dist. of Columbia . 


D. C. 


Nevada . 


Nev. 


Florida . 


. 


Fla. 


New Hampshire 


N. H. 


Georgia 


. 


Ga. 


New Jersey . 


N.J. 


Illinois . 


. 


111. 


New Mexico 


N. Mex, 


Indiana 


• . 


Ind. 


New York . . 


N. Y. 


Kansas . 




Kans. 


North Carolina . 


N. C. 


Kentucky 


. 


Ky. 


North Dakota . 


N. Dak. 


Louisiana 


. 


La. 


Oklahoma 


Okla. 


Maryland 


. 


Md. 


Pennsylvania 


Pa. 



THE BUSINESS LETTER 



41 



Rhode Island 


. R. I. 


Virginia . 


. Va. 


South Carolina 


. S. C 


Washington . 


. Wash. 


South Dakota 


. S. Dak. 


West Virginia 


. W. Va. 


Tennessee 


. Tenn. 


Wisconsin 


. Wis. 


Texas 


. Tex. 


Wyoming 


. Wyo. 


Vermont 


. Vt. 







57 

{a) What months are not abbreviated? (b) What months are 
abbreviated? (c) Give the correct abbreviations of the days of the 
week. 

{a) May, June, July. 

(b) Jan., Feb., Mar., Apr., Aug., Sept., Oct., Nov., Dec. 

(c) Sun., Mon., Tues., Wed., Thurs., Fri., Sat. 

58 

Give a list of the most commonly used abbreviations with their 
meanings. 

A B.L.— bill of lading 

bldg. — building 
B.S. — Bachelor of Science 
B/S— bill of sale 
Bro. — Brother 
bu. — bushel 

C 
C. (Centum) — one hundred 
Capt. — Captain 
C.E. — Civil Engineer 
cf. — compare 
cm. — centimeter 
Co. — company; county 
c/o — in care of 
C.O.D. — cash on delivery 
C.P.A. — Certified Public Accountant 
cr. — creditor; credit 
cts. — cents 
cwt. — hundredweight 



A I — first quality 

A.B. (B.A.)— Bachelor of Arts 

a.d. (Anno Domini) — In the year of 

our Lord 
agt. — agent 
a.m. (a.m.) (ante meridian) — before 

noon 
amt. — amount 
anon. — anonymous 
ans. — answer 
art. — article 
assn. — association 
asst. — assistant 
atty. — attorney 
ave. — avenue 

B 
bal. — balance 
B.C. — before Christ 



4 2 



OFFICE PRACTICE AND BUSINESS STYLE 



D 


j 


D.D. — Doctor of Divinity 


Jr. — Junior 


dept. — department 


L 


dis. — discount 


lb. — pound 


Dist. — District 


LL.D. — Doctor of Laws 


do. — ditto (the same) 


Ltd. — Limited 


doz. — dozen 




Dr. — Doctor; debtor 


M 



E. — East 

ea. — each 

ed. — editor; edition 

e.g. (exempli gratia) — for example 

Eng. — English; England 

Esq. — Esquire 

et al. (et alii) — and others 

etc. (et cetera) — and so forth 

F 

fig. — figure 
f.o.b. — free on board 
fgt. — freight 
ft.— foot; feet 

G 
gal. — gallon 
Govt. — Government 

H 

hdkf. — handkerchief 

hhd. — hogshead 

Hon. — Honorable 

H.P. — horsepower; half pay 

hr. — hour 

I 
ib (ibid.) (ibidem) — in the same place 
i.e. (id est) — that is 
Inc. — Incorporated 
ins. — insurance 
inst. (instant) — this month 
int. — interest 
inv, — invoice 
invt. — inventory 



M. — noon; thousand 

Maj — Major 

M. C. — Member of Congress 

M.D. — Doctor of Medicine 

mdse. — merchandise 

memo. — memorandum 

Messrs. (Messieurs) — Gentlemen; Sirs 

mfg. — manufacturing 

mgr. — manager 

min. — minute 

Mme. — Madame 

mo. — month 

Mr.— Mister 

Mrs. — Mistress 

m.s. (M.S.) — manuscript 

m.s.s. (MSS.) — manuscripts 

mt. — mountain 

N 
N.— North 
N.W.— Northwest 
Nat. — National 
N.B. (nota bene) — Note well; take 

notice 
no. — number 

o 

Oct. — October 
O.K.— all right 
oz. — ounce 

P 

p.— page 

pp.— pages 

per an. — by the year 



THE BUSINESS LETTER 



43 



per cent, (per centum) — by the hun- 
dred 

Ph.D. — Doctor of Philosophy 

pkg. — package 

plff. — plaintiff 

p.m. (P.M.) (post meridian) — after- 
noon 

P.O.— Post Office 

pr. — pair 

Pres. — President 

Prof. — Professor 

prox. (proximo) — next month 

P.S. — postscript 

pub. — publisher 

pwt. — pennyweight 

Q 

qt. — quart 

R 
Rep. — Republican 
Rev. — Reverend 



rm- 
Ry.- 



-ream 
-Railway 



S. — South 

S.E. — Southeast 



S.W. — Southwest 

ss. (scilicet) — to wit; as follows 

sec. — secretary 

sect. — section 

St. — street; Saint 

Supt. — Superintendent 

T 

Tp. — Township 
treas. — treasurer 

U 
ult. (ultimo) — last month 
Univ. — University 
U.S.M.— United States Mail (Marine) 

V 
via — by the way of 
viz. (videlicet) — namely; to wit 
vs. (versus) — against 
vol. — volume 

W 
W.— West 

W/B-Waybill 

Y 

yd. — yard 
yr. — year 



59 

CAPITALIZATION 

{a) What words are capitalized? (b) What words are not 
capitalized? (c) How would you write geographical and historical 
localities? 

(a and b) Capitalize words indicating a particular person, or 
thing, but do not capitalize words used to denote a general 
class. If in doubt, do not capitalize. 

(c) All geographical and historical places are capitalized. 
Illustration: Cape of Good Hope; Flanders Field. 

60 

(a) Which words in a title are written in capitals? (b) Illus- 
trate. 



44 OFFICE PRACTICE AND BUSINESS STYLE 

(a) Every important word in the title of an essay, book, 
magazine, or paper should be capitalized. 

(b) The New York Times; A Treatise Proving that Man is 
Descended from the Ape; Pride and Prejudice. 

61 

What words must be capitalized in writing resolutions? Illus- 
trate. 

Resolutions introduced by Whereas or Resolved should have 
the next word begin with a capital. 
Whereas, It has pleased, etc. 
Resolved, That the election, etc. 

62 

What is the rule regarding capitalization of a quotation? Illus- 
trate. 

The first word of every complete direct quotation should be 
capitalized. 

The speaker then announced, "Mr. Johnson has just arrived." 
"The more you look," he continued, "the less you see." 

63 

How would you write words indicating direction? Illustrate. 

Words indicating direction are never capitalized. When 
they indicate sections of a country, they are written with 
capitals. 

The sun rises in the east and sets in the west. 

The South fought the North bitterly for four long years. 

64 

(a) What is the procedure in writing words referring to the 
Deity? (b) Illustrate in a sentence. 

(a) All names of God and all pronouns used for such names 
are capitalized. 



THE BUSINESS LETTER 



45 



(b) And the prophet exhorted, "Let us bend our heads in 
prayer and thank Jehovah for His mercy." 

65 
{a) How are nicknames written? (b) Give examples. 

(a) Nicknames, popular, or fanciful names should be capital- 
ized. 

(b) Maid of Orleans; Windy City; Bay State; Old Hickory. 

66 

(a) How should a.m. and p.m. be written? 

{a) No capitalization is required for these abbreviations or 
for c. o. d. and f. o. b., although they are commonly written as 
capitals. 

67 

PUNCTUATION 

(a) Give the names and symbols of the seven most commonly 
used punctuation marks, (b) Name several other marks of punctu- 
ation and their uses. 



(a) 


period 


(•) 




comma 


(>) 




interrogation 


(?) 




exclamation 


(!) 




semicolon 


(;) 




quotation 


r ") 




colon 


(0 


(b) 


Dash 


(-) 




Parentheses 


(()) 




Brackets 


([]) 




Apostrophe 


(') 



Hyphen 



(-) 



for abruptness in changing from 

one idea to another 
for explanatory material 
like parentheses 
for possession, omission of letters, 

plurals of numbers 
for word division, for compound 

words 



46 OFFICE PRACTICE AND BUSINESS STYLE 

Underscore ( — ) for emphasis 

Period series (...) for omission of unimportant words 

Ellipsis ( ) for omission of letters in a name 

Asterisk (*****) f or omission of letters in a name 

Section ( § ) for beginning a new subject or part 

of chapter 
Caret ( a ) for omission to be inserted 

Ditto ( " ) for repetition of words directly 

above 
Dagger ( f ) for calling attention to a foot-note 

68 
Mention three important uses of the period and illustrate each. 
i. After a statement of fact. He came, he saw, he con- 
quered. 

2. After an abbreviation. Hon.; Mr. 

3. After the date in a letter. Jan. 5, 1922. 

69 

Give eight rules for the use of the comma. Illustrate. 

1. To prevent ambiguity. 

This man, said the lawyer, is a culprit. 

2. To separate words or phrases in a series. 

Yale, Brown, and Harvard are well-known New England 
universities. 

3. To separate expressions which have no direct bearing on 
the thought. 

In his speech, however, he spoke of his wealth. 

4. To indicate the omission of a word or words. 

Roosevelt was President eight years; Taft, four. 

5. To set off expressions in apposition from the rest of the 
sentence. 

Lincoln, the rail splitter, was known everywhere. 

6. To set off yes and no, and the interjection 0h> from the 
rest of the sentence. 



THE BUSINESS LETTER 47 

No, I cannot accept your proposition. 

7. To separate long numbers into groups, and to separate 
two numbers. 

26,153,618; April 15, 1922. 

8. To separate a direct quotation of not more than a sen- 
tence from the words that introduce it. 

He shouted to the crew, "Launch the port boats." 

70 

Give two uses of the semicolon. Illustrate. 

To separate independent elements of a compound sentence 
when not joined by a conjunction. Example: Fold the bottom 
edge upward and crease; then fold over the right edge. 

A semicolon precedes viz., that is, i.e., when a series of par- 
ticulars follows. Example: He sent two kinds of messengers; 
viz., women and children. 

71 

Mention three uses of the colon. 

1. Always used after a business salutation. 

2. After the words, as follows, the following, when a long list 
follows. 

3. It precedes the formal introduction to a quotation. 

72 

Give two rules governing the use of the hyphen. Give one ex- 
ception. 

1. Hyphenate two or more words combined into an adjective 
preceding a noun. Example: Spanish-speaking countries; well- 
known author. 

2. Hyphenate fractional numbers, spelled out. Example: 
three-fourths; one-half. 

Omit the hyphen from today, tonight, tomorrow. (This is 
more acceptable in modern business literature.) 



48 OFFICE PRACTICE AND BUSINESS STYLE 

73 

PROOF READING 

Correcting Rough Draft 

{a) What are proof readers' marks? (b) Explain how proof 
marks are used? (c) Make a list of those most frequently used. 

{a) They are signs made by proof readers to indicate that 
certain changes are to be made in the printers' proof. 

(b) Proof marks are made in the left margin beside the line 
containing the error, indicating the kind of correction to be 
made, and an additional mark (to attract the eye) at the place 
of error in the text. 



(c) In the margin: 


In the text: 




8 


i 


Omit 


Q 


I 


Indent 


1. C. 


1 


Use lower case 
common type 


Q 


l 


Turn an inverted letter 


stet 


• • • • 


Let it remain as it 
originally was 




A 


Insert an omission 




Nw/ 


Leave no space 


% 


A 


Leave more space 


Eq. % 


/ 


Equalize the spacing 


= 


= 


Straighten the line 


X 


/ 


Broken type 


X 




A quad that stands up 


ir 


n 


New paragraph 


noH 




Continue in same para- 
graph 


V 


A 


Insert a hyphen 


./ 


A 


Insert a period 


9 


A 


Insert an apostrophe 



THE 


BUSINESS 


LETTER 4 


U 99 


A 


Insert quotations 


cap 


=/ 


Use capitals 


[] 


[] 


Bring to right or left 


tr./ 


0* 


Transpose 


ital. 





Set in italics 


wf. 


1/ 


Change type (wrong 
font) 


Rom. 




Set in Roman 



49 



74 

Give an example of (a) a marked proof of an uncorrected page and 
(b) a proof of the same page corrected. 

(a) Marked Proof of Uncorrected Page 

CfThe hero as divinity, the hero as prophet, are pr- 
oductions of old ages, not togbe repeated in the new. . 
UfAfthey presuppose a certain rudeness of conception^ // 
which the progress of mere scientific knowledge puts / 
y) an/ end to. There needs to be, as it were, a world 
jhjrvacant,^almost vacant of scientific forms, if men in 

I their loving wonder are to fancy their fellow-man ;* 
^1 either a god or one speaking w£th the voice of a* god. C y 
J Divinit^ and prophet are past. We are nojJ to see our /U/~ 
hero in the less ambitious, but alscftess questionable, & 
character of poet; a character which does not pass. 
Of The poet is a heroic figure belonging to all ages; whom * 
£ faC all ages possess,FPnce lwhenl he is produced, ^whom ■*• * 
the newest age as the oldest may produce — and will pro- 
duce, always when nature pleases, yf et natur e send a C*#^ / ' 
hero-soul; in no age is it S tKer than Possible that he ^~~ 
SG^may be shaped into poet. " 
AjY — Carlyle/ Heroes and Hero Worship. -> JV 



So OFFICE PRACTICE AND BUSINESS STYLE 



(b) Proof of Corrected Page 

The hero as divinity, the hero as prophet, are produc- 
tions of old ages, not to be repeated in the new. They 
presuppose a certain rudeness of conception, which the 
progress of mere scientific knowledge puts an end to. 
There needs to be, as it were, a world vacant, or almost 
vacant of scientific forms, if men in their loving wonder 
are to fancy their fellow-man either a god or one speak- 
ing with the voice of a god. Divinity and prophet are 
past. We are now to see our hero in the less ambitious, 
but also less questionable, character of poet; a character 
which does not pass. The poet is a heroic figure be- 
longing to all ages; whom all ages possess, when once 
he is produced, whom the newest age as the oldest 
may produce — and will produce, always when nature 
pleases. Let nature send a hero-soul; in no age is it 
other than possible that he may be shaped into a poet. 
— Carlyle: Heroes and Hero Worship. 



THE BUSINESS LETTER 



Si 



(c) Without changing the phraseology, make a correct copy of 
the following rough draft: 



~yuo 



To our Patrons:/ 
& 



1/18/19 



*£*^L 



to be ab^]A in spite of the continued increase in 
cost, to continue the low prices. ^The many large 
contracts -.with our mills havej>eerr filled and v/e 



oust £how£pay the advanced price in the open mar ket .J^ * ^ 

:Xt>tX*/G^' J^^ 

price list herevvitlpVfices 

71/ j- ' 

o/L our papers/have been advanced. xT/ffuaTity of our ^^-^ 
A/ * 

Xegular paper/ ti-D - tno oame hence, in our judgment, it 

st anu most economical to buy the better 



Sincerely yours 

^dv/J^JUnoJ L'ors e 

By 






52 OFFICE PRACTICE AND BUSINESS STYLE 



(d) 

Kew York, January 18, 1919. 

To our Patrons: 

We had hoped to be able, in spite of the 
continued increase in cost, to continue the low prices 
at which we offered our supplies this last year. The 
many large contracts which we placed with our mills 
have now been filled and we must hereafter pay the ad- 
vanced price in the open market ♦ Prices on our papers, 
as quoted in the price list herewith, have been advanced. 

The standard quality of our regular paper 
has been maintained; hence, in our judgment, it seems 
best and most economical to buy the better grades. 

Sincerely yours, 

Edward and John Morse 
By 



THE BUSINESS LETTER 
(e) Make a perfect copy of the following rough drafts: 



53 



<f. 



e^^u^t/ 



transaction of a different l»*«and of ^ much 

2* 



( larger ararfount was consumated recently/ytfe happen 
to huve the Hew fcccountlllavenlof a concern having 
^£- establishments in other /ities as well.V/e were asked "7^* <L>**f%/' 
by one of the individuals to l e an a substantial sum. 
'tysO rf~ ^ he $& was S ood Duii w © ha 4 a feeling that if 

^£^ death overtook the princiy^p, our funds might be tied 



s*> 'It*. "f -**/ sf \ — ^ 

^Jrfj _/— - U P» so A our credit /flepty ^sug.-este dythat life insurance 

be takehout to cover the amount of the loan. The -*C^ 

&41' sxxf/estion was/rec(i^ed(favorably7and term insurance 



G , n ■ r tee -. sVO-*-4j 



(/) 



CO LlZ&aJ^u^x^ A^Jv^^ 



~t m **.^ CC££< St^A^cf- -A^a^^J s^C4sO^£&^^cX^>t-^ 



cU<rfk__ 




^2 ^>A^ yi^^te^. 



f/m*L4ttf 



54 OFFICE PRACTICE AND BUSINESS STYLE 

75 

KINDS OF LETTERS 

Classify the different kinds of business letters. 

i. Letters of application 7. Letters of complaint 

2. Letters of introduction 8. Form letters 

3. Letters of recommendation 9. Circular letters 

4. Letters of inquiry 10. "Follow-up" letters 

5. Sales letters 11. Collection letters 

6. Letters ordering merchandise 

76 

What are the essential characteristics of each letter form? 

1. A letter of application gives in detail the qualifications 
of the writer for a particular position. Education, age, ex- 
perience, reference, and salary are facts in which the prospective 
employer is interested. 

2. A letter of introduction is written by one who is mutually 
known by the reader and the person introduced. It contains 
statements of the ability and character of the persori intro- 
duced, and is given, unsealed, to him to present personally to 
the reader. 

3. A letter of recommendation is similar to a letter of intro- 
duction but gives the personal estimate of a person's ability^ 
usually learned while in the writer's employ. 

4. A letter of inquiry requests certain information, or the 
performance of certain acts, that may be of mutual benefit to 
the writer and reader. It generally leads to business transac- 
tions. 

5. A sales letter is a letter advertising an article to be sold. 
It must arouse the interest of the reader to the buying point. 

6. A letter ordering merchandise specifies quantity, quality > 



THE BUSINESS LETTER 55 

and style of goods to be sent, gives shipping directions, and, if 
a first order, incloses remittance. 

7. A letter of complaint is written if there is dissatisfaction 
because of goods, late shipments, or unfair treatment. The 
complaint should specify the trouble courteously and wait for 
a fair consideration by the reader. 

8. A form letter is of a general character that serves similar 
needs of many patrons. Names, addresses, and special data 
are filled in in blank spaces left for that purpose. This form 
of letter saves the dictator's time. 

9. A circular letter is a form letter which is generally 
printed and sent out in large quantities. It generally ad- 
vertises a product or service and is more impersonal than a 
form letter. 

10. Sales letters, written in a series, are sometimes called 
follow-up letters. They aim to promote interest in the product 
and to create the desire to purchase. Each letter is stronger 
than the preceding one and accentuates a new need which the 
product will fill. 

11. A collection letter is written to induce a poor debtor to 
pay. It must be persuasive, tactful, and courteous, and must 
appeal to the debtor's fair play. A demand or a threat should 
be made only when all other attempts at collection have failed. 

77 

LEGAL WORK AND SPECIFICATIONS 

(a) Explain what is meant by "legal paper." (b) When is this 
paper used? (c) How are titles arranged on legal paper? 

(a) Legal paper is 8^" x 13", with a narrow double-ruled 
vertical line (generally red) i\ inches from the left edge and a 
single vertical line \ inch from the right edge. Typing is done 
in the space between the vertical lines and is always double 
spaced. 



56 OFFICE PRACTICE AND BUSINESS STYLE 

(b) Lawyers, architects, engineers, and authors use this kind 
of paper for all matter which is not strictly of a business nature. 

(c) All titles are centered in the space between the vertical 
lines and not with regard to the width of the paper. 



78 

How is a legal document preserved when finished? 

The title of the document and any other necessary explanatory 
information is typed or written on a heavy colored sheet, called 
a backing sheet. The legal document is fastened to the backing 
sheet either at the top or sides. 



79 

{a) What name is given to the title on the backing sheet? (b) What 
purpose does it serve? 

{a) It is called an indorsement. 

(b) It gives a summary of the contents of the document. 

80 

Give directions for correctly indorsing a backing sheet. Illus- 
trate by diagram. 

1. Fold forward and downward one inch from the top and 
crease. 

2. Bring the bottom of the sheet upward until the edge is 
even with the top crease and fold. 

3. Bring the bottom creased edge all the way to the top 
making a third crease. This divides the paper into four parts. 

4. The side which lies uppermost is the side on which the 
indorsement is to be written and the left edge becomes the top 
or beginning of the indorsement. 



THE BUSINESS LETTER 



57 



t 



Top of Indorsement 



81 

When a legal paper is drawn up by a lawyer who brings an 
action for his client against another person, state {a) the names of 
the parties and (b) how the legal document should begin. 

(a) The plaintiff is the person who seeks a remedy for an 
injury to his right. The defendant is the person against whom 
the complaint is made. 

(b) Every document in such an action must have first th© 



58 



OFFICE PRACTICE AND BUSINESS STYLE 



name of the plaintiff, followed by the abbreviation, vs. y meaning 
against, and this followed by the name of the defendant. These 
data are all arranged in a form called a "legal box." 

82 

Show by diagram four of the most commonly used legal boxes. 

x 



Underscore and colon 



Hyphen and colon with 
x corners 



Underscore and parenthesis \ H YP h en and parenthesis 



83 

What is the customary usage in preparing court documents? 

1. Papers must be properly "boxed," giving the names of 
the court, district, and state; the names of the plaintiff and the 
defendant; the kind of suit, and the name and address of the 
attorney. 

2. All matter should be written in block form, double spaced, 
pages numbered at the bottom and every eleventh line (called 
a folio) should be numbered in the left margin. 

3. All documents should be done in triplicate, the original 
for the court, and a copy for each of the parties interested. 



THE BUSINESS LETTER 59 

84 

Using the exact words given below, prepare an indorsement for 
a legal backing sheet. 

James Alexander — vs. — Edward A. Manning. Motion for a 
new trial. Term No. 7109. McQueston & Clusholm, Attorneys, 
Rochester, N. Y. 



Supreme Court — First District 

JAMES ALEXANDER 

Plaintiff 



vs. 

EDWARD A. MANNING 

Defendant 



Motion for a New Trial 
Term No. 7109 



McQueston & Clusholm 

Attorneys for Plaintiff 

Rochester, N. Y. 



60 OFFICE PRACTICE AND BUSINESS STYLE 

Fold a legal backing and indorse the following facts: 

United States District Court, Southern District of New York. 
Petition for appointment of Receiver by Johnson & Elliott in 
the matter of Walter A. Kellogg, Alleged Bankrupt. Andrew 
L. Albert. Tremont Bldg., New York City. 



U. S. District Court 
Southern District of New York 

Petition for 

Appointment of Receiver 

by 

Johnson & Elliott 

in the 

matter 

of 

Walter A. Kellogg 

Alleged Bankrupt 

Andrew L. Albert 

Tremont Building 

New York City 



THE BUSINESS LETTER 61 

86 

Fold a legal backing and indorse the following: 

{a) Benjamin Heron with Cicero Rabin, Agreement. Norman 
Hawley, Attorney, 165 Dexter Street, Philadelphia, Pa. 

(b) District Court, Dexter County, Mass. Thomas Smith 
vs. Andrew Hardman, Referee's Sale. Atlas & Juno, Attorneys, 
364 South Street, Boston, Mass. 



(a) 



Benjamin Heron 

with 

Cicero Rabin 



AGREEMENT 



Norman Hawley, Attorney 
165 Dexter Street 

Philadelphia, Pa. 



62 OFFICE PRACTICE AND BUSINESS STYLE 

(*) 

District Court 

Dexter County, Mass. 

Thomas Smith 

vs. 

Andrew Hardman 



REFEREE'S SALE 



Atlas & Juno, Attorneys 

364 South Street 

Boston, Mass. 



THE BUSINESS LETTER 



63 



WORDS AND EXPRESSIONS USED FREQUENTLY IN BUSINESS 

AND LAW 

87 

Give a list of {a) commercial and (b) legal terms and expressions, 
and explain their meaning, 

above par When the price of stocks is higher than their established value 

at issue they are above par. 

Ai Best class, finest quality. 

accept a bill When a person writes his name across the face of a bill, he 

engages himself to pay it when it becomes due. 

account sales An account sent by a merchant to the consignor showing the 
weight of the goods, price obtained and the net result after 
taking the commission. 

ad valorem According to estimated value of goods. 

affidavit A declaration confirmed by oath. 

alibi A statement that proves that a person was elsewhere at the 

time and place a crime, for which he is accused, was com- 
mitted. 

assets The entire property of a person or corporation that may be 

made liable for debts. 

assignment A legal transfer by a debtor of all his property to one or more 

people for the benefit of his creditors. 

attachment A legal seizure prohibiting the sale and disposal of money or 

goods of a debtor, pending settlement. 

audit A formal or official examination of accounts. 

bankrupt A bankrupt is a person who, being unable to pay his creditors 

in full, has been so declared by a court, and his assets are 
taken for the benefit of his creditors. 

below par Stocks, etc., are said to be below par when the price asked for 

them is lower than the established face value at issue. 

board of trade An association of business men appointed to promote com- 
mon interests. 

Bradstreet The name of a New York firm that records the standing of 

commercial people and trade conditions, and publishes litera- 
ture to that effect. 

bill of lading A written receipt of a carrier for goods delivered for trans- 
portation, with a promise to deliver them to the person named 
therein. 



64 



OFFICE PRACTICE AND BUSINESS STYLE 



bond Any interest-bearing certificate issued by a government or a 

corporation as evidence of a debt 

broker A person whose business it is to buy and sell investment se- 

curities and to charge a fee therefor, called brokerage. 

certified check A check signed and dated by the cashier (usually) of a bank, 
certifying to its genuineness, equivalent to cash. 

clearance A custom house term signifying a permit from the custom for 

a ship to unload her cargo or to depart from port. 

certificate of A formal document issued by a corporation as evidence of its 

indebtedness liabilities to stockholders for amounts paid in on stocks. 

collateral Documents which convey the right to property so that they 

security may be available in the event of a failure to repay a loan. 

commission An allowance made by an agent for transacting business for 

another. 

consignment Goods sent to an agent or customer in another place to be 

cared for or sold. 

contract An agreement between two or more individuals which if 

broken by one of the parties can be legally enforced by the 
others. 

contraband Articles and merchandise forbidden to be exported or imported. 

copyright The sole right given to an author or a publisher by law to 

print, publish, and sell literary or artistic matter. 

corporation A group of persons treated by law as an individual having 

rights or liabilities separate and distinct from the persons who 
compose it. 

coupon bonds Bonds which have attached to them certificates of interest, 
which are cut ofF and presented for payment as they become 
due. 

credentials Documents and references showing the standing or the au- 

thority of an individual. 

discount A deduction made from the gross sum which is due, made in 

consideration of cash payment, or for interest paid in ad- 
vance. 

dividend The certain percentage of the profits of the corporation dis- 

tributed on the basis of the number of shares held and pay- 
able annually, semi-annually, or quarterly. 

Dun See " Bystreet." 

executor The person appointed by another to see that his will is car- 

ried into effect after his death. If the court appoints such 
an individual, he is known as an administrator. 



THE BUSINESS LETTER 



65 



facsimile A copy of anything made so as to give every particular detail 

of the original. Thus a photograph of a written article, re- 
producing in every particular all details, is a facsimile. 

forfeit To lose the right to anything because of neglect. In insurance, 

for instance, the loss of privileges because of failure to pay the 
premiums. 

form The printed document containing formal words and blank 

spaces provided to be filled in as the needs require. 

guide cards Filing cards which have attachments at the top to direct the 

eye to the proper place. 

inactive account A savings account on which checks may not be drawn. 

index A table for facilitating reference to topics or names in a 

book. 

indorse To sign one's name on the back of a draft, promissory note, or 

check, in order to make it payable to some other person's 
order. 

injunction An order from a court requiring a person to do, or refrain from 

doing, a certain act. 

insolvent A state of being unable to pay one's debts. 

inventory An itemized list of goods with their estimated value. 

invoice An account giving an itemized statement of goods sold and 

shipped to another. 

joint-account An account opened by two or more individuals in a bank; in 
a savings bank both signatures are required. 

journal A book of accounts in which are entered the daily transac- 

tions of a business. 

judgment The decree or sentence of the court. 

ledger The final book of record to which all the items of the journal 

are transferred and recorded. 

legal reserve The amount of assets necessary for a company to have at any 

given time to enable it to meet all claims that might be made 
against it at a certain time should they mature. 

lessor One who leases property to another for a stipulated time at a 

stipulated payment. 

liabilities The money obligations a person or corporation must meet. 

limited The name appearing at the end of a firm's name to show that 

the members of the firm are not liable for the debts of the 
firm beyond the subscribed amount of their stock. 

liquidation The settlement of the accounts and distribution of the assets 

of a firm or corporation in the process of closing its business. 



66 



OFFICE PRACTICE AND BUSINESS STYLE 



loan value The amount of money which will be loaned on a policy as 

collateral by the company which issues it. 

manifest The statement made out by the captain containing a descrip- 

tion of the ship, cargo, and ports of destination. 

money order A document containing an order for payment of money. 

This is issued by the government and express companies, and 
affords a safe and convenient way of sending money where 
check accounts are not available. 

mortgage The pledge of property to secure the payment of a debt. 

passport An official permission given by a government to an individual 

to enter or leave a country. 

personalty Personal property, as distinguished from real property. 

policy A document containing a contract made by an insurance com- 

pany with a person whose life or property is insured. 

power of attorney A written legal authorization given to one party to transact 
business for another. 

protest A notice issued by a notary public, stating that a note or 

draft has not been paid or accepted and that its indorsers are 
held responsible. 

proxy Authority to act for another. 

rebate Used in a railroad business to favor a few shippers at the 

expense of others by allowing goods to be shipped at a lower 
rate. This is contrary to the law. 

remittance Money in any form sent from one individual to another. 

salvage ■ Money paid to those who assist in saving a ship or goods 

from the danger of the sea; any property saved from destruc- 
tion. 

sinking fund The total amount of money set apart for the purpose of wiping 
out debts. 

specification The description of work to be done, giving the quality of ma- 

terial, mode of construction, and dimensions. 

statute A law passed by a legislative body. 

statute of The law which fixes the periods during which a debt may be re- 

limitations covered or a person punished for a crime. 

stock The capital of a company or corporation in the form of trans- 

ferable shares called stock certificates. 

subpoena A paper issued by the court, calling upon a certain individual 

to appear in court as a witness, under penalty. 

summons The first paper served upon a defendant in a suit calling upon 

him to appear in court to answer a complaint. 



THE BUSINESS LETTER 



67 



trade mark A peculiar distinct mark attached by a merchant to his goods 

in order to distinguish them as his goods. 
transit Goods shipped from one person to another are said to be in 

transit from the time they are delivered to the transportation 

company until delivered to the consignee. 
verification A document in proof of the payment or receipt of money or 

other financial transactions. 
water stock To increase the number of shares of a company without an 

increase of paid-in capital. 
way-bill A document containing a list of passengers, or goods carried 

by a public carrier. 
will A written instrument witnessed by two or more individuals 

in which property is to be disposed of after a person's death 

according to his declared wishes. 
writ An order issued by a court. 



CHAPTER II 
Letter Placing 

Typewrite the following letters, placing them artistically. 
Where the letterhead is given, center it properly at the top of 
the sheet. Leave enough space after the complimentary close 
and before the official's title for the signature. Where a letter- 
head is not given compose your own and properly center it. 

Follow the model answer to question one. 

I . As stenographer for the Sanitary Bakery Company , Syracuse, 
N. Y., you received this morning the following dictation from 
George Brown, President of the company. Type the letter in cor- 
rect form ready for Mr. Brown s signature: 

messrs snyder and cakes number 342 west seneca street roches- 
ter n y gentlemen in reply to your inquiry of August 13 we are 
pleased to report as follows the goods went forward by way of 
the new york central railroad on the first of this month in car 
number 1245876 and reached richland junction on the third 
there is no trace of the car beyond this point but we are mak- 
ing a thorough investigation and hope to be able to report to 
you more fully in a few days in the meantime kindly inform us 
of the exact nature of the goods quantity etc as this information 
is needed by the railway officials in order to trace the shipment 
yours truly 



68 



LETTER PLACING 69 



SANITARY BAKERY COMPANY 
SYRACUSE, N. Y. 

August 15, 1921. 
Messrs. Snyder & Cakes 

342 West Seneca Street 
Rochester, N. Y. 
Gentlemen: 

In reply to your inquiry of August 13, we are pleased 
to report as follows: 

The goods went forward by way of the New York 
Central Railroad on the first of this month in car 
#1245876 and reached Richland Junction on the third. 
There is no trace of the car beyond this point, but we 
are making a thorough investigation and hope to be 
able to report to you more fully in a few days. 

In the meantime kindly inform us of the exact na- 
ture of the goods, quantity, etc., as this information 
is needed by the railway officials in order to trace the 
shipment. 

Yours truly, 

SANITARY BAKING CO. 

President. 
GB/IK 



70 OFFICE PRACTICE AND BUSINESS STYLE 

2. the reliable furniture co 281 western ave chicago ill gentle- 
men please send us as soon as possible to the above address the 
following goods as listed in your current spring catalogue 25 
brass beds #312 20 fumed oak rocking chairs #338 72 ameri- 
can walnut dining chairs # 1056 10 mahogany davenports 
#978 kindly make the shipment by the new york central 
railroad fast freight and bill to us subject to your best cash 
discount yours truly lee & harkness 

3. January 7, 1920. edelson and Weinberg 5 west 31 street 
new york city gentlemen we are sending you by american rail- 
way express charges collect two large paper boxes and one 
small parcel containing the remainder of the cards left to be 
addressed with us you will find within those boxes cards to and 
including number ten and all the cards left from each style 
unaddressed in all we have addressed 9,600 cards at 3.50 per 
thousand, total 33.60 from which please deduct express charges 
as per our agreement and send us a check for balance trusting 
that you will find everything satisfactory and that we may 
hear from you shortly, we remain yours very truly, the art- 
type shop. 

4. 2657 decatur avenue new york n y June 15, 1920 my dear 
mr strumpf i wish to thank you for your kind letter of this 
morning which i assure you is very much appreciated not alone 
for the news it conveys but also because of the kind wishes 
expressed i have not been making any plans with regard to 
the advance course in the fall due to the uncertainty of my 
position at the school but i shall appreciate your sending me 
notice just before registration begins as to the days and hours 
during which the course will be given as well as an idea of its 
scope and advantages from the standpoint of the teacher re- 
ciprocating your kind wishes for a pleasant vacation and 
assuring you of the pleasure it will give me to study under 
your direction i am yours sincerely 



LETTER PLACING 71 

5. October 11 1919 marion k drake ogden Utah dear madam 
when the weight of an article is not given in our catalogue as 
stated in note 5 on the back inside cover page the weight is 
less than four ounces the total weight of the items you mention 
would approximate 60 oz. or just under four pounds as ogden 
is in the eighth zone the rate would be ni a pound or 48^ in 
all the total amount of the order not being sufficient to entitle 
you to free delivery at such a distance you should add the 48^ 
postage to the amount of the order and on receipt we will send 
the articles very promptly we sincerely hope we may have the 
pleasure of serving you very truly yours John wanamaker. 

6. mr s d palmer mitchell ind dear sir your memorandum let- 
ter no 2932 of december 10 referring to our order from h t story 
for hack saws is received we have taken this matter up with mr 
story who writes us that he will wait until you receive the steel 
from Scotland as he wants nothing but the very best blades he 
also requests you to hurry same forward as much as possible 
as he wishes to get this matter of hack saw blades settled we 
sincerely hope that you will receive the steel soon and be able 
to make a hack saw that will satisfy mr story as we feel there 
is quite a future for his machine and also believe that the 
heavier saw is much more desirable than a light saw for the kind 
of work for which his machines are intended yours very truly. 

7. smith & brown 3355 west 15 street new york city attention 
mr smith gentlemen this will acknowledge receipt of your let- 
ter dated June 23 in regard to the different machines manu- 
factured by this company we are today referring your letter 
to our subsidiary companies — the computing scale company 
the tabulating machine company and the international time 
recording company — and have no doubt you will hear from 
them promptly thanking you for your inquiry and trusting we 
may be of service to you we are yours very truly advertising 
department. 



72 OFFICE PRACTICE AND BUSINESS STYLE 

8. mr j j weins 101 sixth avenue topeka kansas dear sir one of 
our customers has requested us to find out the rate charged 
for insurance on his buildings at valley falls kansas and we shall 
be grateful if you will furnish us with this information the 
property is described as two frame buildings situated on lots 
5 and 6 block 23 map no 706 reports nos. 93 and 94 broadway 
street valley falls kansas should we succeed in procuring an 
order for the insurance we shall be pleased to forward it to you 
thanking you for your kind attention we remain yours very 
truly 

9. 224 south fourth street Philadelphia pa feb 28, 1917 messrs 
janney & andrews 10 s. front street Philadelphia pa gentlemen 
please send to our address belefonte county pa the following 
goods 4 bbl granulated sugar 5bbl soft A sugar 1 sack rio 
coffee 2 sacks Java coffee 3 boxes ivory soap 4 cases can to- 
matoes 2 cases can corn B kindly ship the above goods by 
P R R freight and forward bill to our office 224 s fourth street 
yours truly 

10. worthington iowa may 16 1921 northwestern consoli- 
dated milling co minneapolis minnesota gentlemen the last car 
of flour i received from you was delayed about ten days on the 
road and has just arrived the car was billed to worthington 
minnesota instead of to worthington iowa this was evidently a 
mistake on your part before the shipment was released shall i 
settle with them and charge the extra expense to you for credit 
on your invoice covering same wire immediately because i 
must have the flour you may enter my order for 1 car load of 
indian corn flier which you have been shipping me in the past 
and also for 1000 paper sacks % or 1 size my customers prefer 
to order by sack would it be possible for you to supply them 
with my name and address very truly ps ship the flour ordered 
above about June fourth. 



LETTER PLACING 73 

11. december 13 1919 Constantinople college association 70 
fifth avenue new york city gentlemen our mr walsh talked with 
you yesterday about prices for our multigraphing work we 
therefore take pleasure in inclosing rates on multigraph and 
mimeograph work we take special pride in the kind of work 
we do we give a service which pleases nothing leaves this 
office which is not absolutely perfect in shape and bound to 
give satisfaction we have been doing considerable work for the 
nation rough sample copy of which we enclose and refer you to 
mr reis of the nations staff as to the quality of our work just 
let us have a trial order and see whether we cannot satisfy 
you yours very truly the art-type shop per 

12. Mr henry t white 4253 third avenue new york city dear 
sir I am giving a course of instruction on the dalton adding 
listing and calculating machine (gratis) at the Washington 
irving high school July 11 to 15 inclusive as stated on the in- 
closed postal card wont you please indicate on this card your 
preference as to the hour you desire to take the course of in- 
struction I wish to ascertain how many will find it convenient 
to come during the morning hour — from 10 to 11 a m — and 
how many during the afternoon hour — from 1 to 2 p m kindly 
return the postal card to me as soon as possible yours very 
truly thomas a coyul 

13. december 12 1919 mr max guerwitz 1002 garrison avenue 
bronx n y my dear mr guerwitz i am glad to know that you have 
undertaken something in addition to your regular vocation 
and i hope you are making a success of it in reference to your 
communication i regret to say that owing to the fact that i 
am doing work just now which requires quite a big investment 
i cannot do as you request though i am quite in favor of the idea 
under normal conditions it would be most agreeable to do so 
however i shall be glad to consider your offer some time in 
the fall very truly yours 



74 OFFICE PRACTICE AND BUSINESS STYLE 

14. december 1 191 9 manhattan produce co 7 manhattan mar- 
ket new york ny gentlemen if 10% of your weekly price-list 
letters to your customers would bring back answers would 
you not be gratified at the result and — do you not find that 
you lack the clerical force to send out your weekly letter of 
changing prices on produce we are thoroughly equipped to 
take care of that end of your business by supplying you in 
any quantity with facsimile multigraph and mimeograph work 
we do not balk at any job, no matter how big or little, and our 
rates are lower than any house doing similar work will you 
give us a trial order and convince yourself yours very truly 

15. december 29 1919 the bronx star 607 east 169 st new 
york n y gentlemen have you any duplicating work that you 
find takes too much time from the legitimate work of your 
clerical force we have done work for the harlem record and 
similar newspapers no doubt you will find numerous occasions 
for rapid expert typewriting work in that case we can serve 
you well at almost nominal rates we are thoroughly prepared 
and equipped to reproduce typewriting of the better sort on 
your own or on our stationery in any quantity and at short 
notice called for and delivered you will find by comparison 
that our rates are very reasonable because our overhead 
charges have been reduced to a minimum convince yourself 
by calling upon us for prices and sample work file this letter 
for future reference if you cannot use our services now yours 
for pleasing service the art-type shop by 

16. december 22, 1919 authors' associated agency inc 1476 
broadway new york city gentlemen we are prepared to do 
typewriting in quantities for authors whether the work be 
literary or technical rush orders are our specialty the work 
you will find to be as cheap as if not cheaper than that done 
by any other firm in the city the work is conducted by two 
university men who know what the finished product should be 



LETTER PLACING 75 

and who guarantee satisfactory results just try us on a sample 
of typewriting work from manuscript or from corrected type- 
written work yours truly 

17. the a b dick company new york January 2 1920 art type 
shop 370 e 149 st new york city att John v walsh gentlemen in 
accordance with your request we are very glad to open an 
account with you on our books under the name of the art type 
shop however in order that there may be no misunderstanding 
in regard to our terms please note that all bills rendered during 
the current month are payable on or before the tenth of the 
month following as credit is an accommodation to our custom- 
ers we expect that our credit terms will be strictly adhered to 
the limit of the amount of credit extended is $50.00 the ac- 
count is now open for you on our books and we hope that our 
relations will be mutually pleasant assuring you of our desire 
to be of service we are very truly yours a b dick company 

18. the egry register company 1439 broadway new york n y 
mr John anderson 542 east 170 street new york dear sir as 
requested in your kind letter of May 22 we are sending you 
under separate cover the following sections of our catalogue: 
egry roll record registers egry auditors egry trueline mani- 
folders egry trueline roll record registers if you desire any fur- 
ther information regarding our system do not hesitate to call 
upon us very truly yours the egry register company p schul- 
man new york sales agent. 

19. november 19 1919 mrs r w sundelson room 102 120 broad- 
way new york n y my dear mrs sundelson i wish to extend my 
sincere congratulations on the twenty-fifth anniversary of your 
connection with the equitable life insurance co and to inform you 
that i deem it a great pleasure to be present at the dinner in 
commemoration of this important event yours for continued 
success 



76 OFFICE PRACTICE AND BUSINESS STYLE 

20. november 30 1919 bronx girls community club 434 e 154 
st new york n y for the attention of the director-in-charge 
dear madam a circular has just come into my hands entitled 
calendar november 1919 i assure that if you put out this sort 
of circular every month your printing bills will amount to a 
considerable item we can reduce your expenses materially by 
reproducing your work in any quantity on the multigraph or 
in any other form you may wish any order that you may care 
to give us will receive our prompt and careful attention wont 
you try us and convince yourself yours very truly 

21. afleck ruling and stationery company inc holyoke mass no- 
vember 8 1 91 9 eastern business school 151 lenox avenue new 
york n y gentlemen we are inclosing two samples of typewriter 
paper perfect stock which we think is a bargain under present 
conditions our prices for this class of paper is as follows s b 
laid 8| x 11-4$ @ 45^ rm lot 15 10 white bond 8| x 11 @ 50^ 
rm price fob holyoke terms 2% 10 days net 30 hoping to be 
favored with your order by return mail we beg to remain 
yours very truly afleck ruling & stationery company inc ger/a 

22. Using January 75, IQIQ as the date, type in correct form 
the following letter for Black & Black, manufacturers of fine 
shoes, 78 William street, Brockton, Mass.: 

mr. james c holmes manager shoe department fitch sloan and 
company 915 bond street buffalo n y dear sir we thank you 
for your letter of January 12 with the order inclosed we regret 
that at present we are unable to furnish the #67480 men's 
walking shoe the leather used in this shoe is very much in 
demand for use in government work and we have been unable 
to secure any of it for some time our #6523]^ illustrated on 
page 16 of our catalogue has proved to be a popular and quick 
moving model with the people who formerly bought the 
# 6749C if you will wire us immediately on receipt of this let- 



LETTER PLACING 77 

ter we can include with your order this or any other selection 
you may make yours truly black & black by (Your name.) 

23. national book company 1427 woolworth building new york 
city attention of mr adams publicity department gentlemen 
whenever I see or hear a good thing about any one I like to 
pass it on last evening I attended a lecture at the franklin 
institute on the results of the world war by mr thomas paige 
the noted publicist in the course of his remarks he referred to 
one of your publications in such a laudatory manner that I 
think you should know about it he said mr posts book salient 
facts of the world war is probably the best book that has been 
published dealing with the tremendous crisis through which 
the world has just passed the author has treated his subject 
temperately and impartially he has eliminated all hearsay 
weighed the evidence judiciously and his conclusions stand 
the test of logic those who read the book will be well repaid 
were I the author instead of one of his numerous admirers I 
should like to be apprised of a reference like this to my work 
by a man of the standing of dr paige yours very truly 

24. Under date of June ig, you are writing the following letter 
to Mr. J. B. Long, Manager of the claim department, Ward iff 
Duff: 

dear sir when the shipment of goods bought of you on June 
15 was unpacked, we found that the following were badly 
soiled: one dozen #269 silk shirts #30 one dozen #631 ma- 
dras shirts $12.50; total $42.50 as these are the only shirts in 
bad condition we think that they must have been damaged 
in the packing we are therefore returning them to you by 
express to-day and request that you send us a credit memo- 
randum for the amount $42.50 yours truly 

25. the smith hardware co 112 Washington street new york 
june 12, 1921 the davis bicycle mfg co dayton ohio gentlemen 



78 OFFICE PRACTICE AND BUSINESS STYLE 

I am considering the purchase of one of your bicycles I have 
called upon your local agent but am not quite satisfied with 
the informarion received I am therefore writing you direct to 
make the following inquiries the machine I am interested in is 
the model 127 cushion frame roadster can model 127 be fur- 
nished in the three-arch-truss frame design may I substitute 
for the tires mentioned hartford # 80 or fisk clincher will the 
substitution of a new departure coaster brake be allowed are 
mud guards charged for after I have determined on the equip- 
ment will you ship a wheel so equipped to your local agent 
for me I do not want any shop-worn wheels I thank you for the 
favor of an early reply yours very truly 

26. Type your own letterhead and place the following letter: 

mr chas i geld 455 Washington st little rock ark dear sir next 
friday January 12 we shall advertise our January reduction 
sale of suits and overcoats we are today mailing a number of 
advance notices to some of those whom it has been our pleasure 
to serve heretofore in order that they may take advantage of 
the opportunity offered on Wednesday thursday and friday 
January 10 11 and 12 before the general public announcement 
in the newspapers is made suits and overcoats regularly sold 
at #35 will be #24.50 and those at #30 will be $22.50 grades 
at #26 will be #19.50 all #25 values will be #17.50 the #25.50 
and #20 values will be #14.50 the #17 and #15 qualities will 
be #12 the #13.50 and #12.50 grades will be #9.50 every suit 
and overcoat in this sale is an extraordinary value at the 
reduced price there will be no charge for alterations yours 
very truly 

27. the beck duplicator co 476 broadway new york June 23, 
1921 Mr ss smith 425 third avenue new york city dear sir we 
are glad to comply with the request contained in your letter of 
june 22 and send you a booklet describing our self feeding 
ironclad duplicator the self feeding ironclad has a substantial 



LETTER PLACING 79 

metal frame with a sheet-steel printing bed across is stretched 
one of our beckloth (cloth back) rolls the self feeding attach- 
ment is our latest improvement it gives three times the speed 
of the ordinary hand operated duplicator it is so simple to 
operate that anyone can handle it without any trouble simply 
write your original with typewriter or pen using our dupli- 
cating ribbon carbon or ink this original together with the 
blank sheets for copies is placed in the self-feeding frame and 
by depressing the spring bar the sheets are fed automatically 
to the duplicating surface after copying it is not necessary to 
wash the old impression from the duplicating surface just turn 
the winding handle and bring a new surface on the printing 
bed every part of the roll may be used from 15 to 20 times over 
copying repeatedly from end to end the copies are brighter and 
the roll is more durable than any other made if you wish any 
cuts for illustration in your publication we shall be glad to 
send you same just let us know sincerely yours the beck dupli- 
cator co inclosures a i pearson 

28. Type your own letterhead and place the following letter: 
mr w b cody 1101 new york ave Washington d c dear sir we are 
informed by the ungery manufacturing company that you are 
in the market for confectioners tools and machinery and we 
are mailing under another cover a copy of our catalogue of 
confectioners tools if you will submit a list of the articles de- 
sired we shall be pleased to quote you special net cash prices 
thereon we call your attention to the faultless corn popper 
shown on page 186 fig 252 this is the best and most satisfactory 
machine of this class of work on the market and it is used by 
the leading manufacturers throughout the country we hope to 
be given an opportunity to quote you prices very truly yours 

29. november 30 1919 billboard publishing co 1493 broadway 
n y gentlemen your name has been handed to us by a gentle- 
man connected with several theatrical enterprises in this city 



80 OFFICE PRACTICE AND BUSINESS STYLE 

for whom we have been doing scripts scenarios and plays we 
have a thoroughly up to date establishment for reproducing 
in any quantities mimeograph and multigraph work as well as 
facsimile typewritten work if you are interested in this kind 
of work may i offer you the following quotation complete 
script full play 12.50 including the customary 3 copies com- 
plete set of parts full play 15.50 including the customary 3 copies 
scenarios with 6 copies complete — 18.50 we can make a reduction 
on these rates if you have work in larger quantities we are 
also prepared to do secretarial work and dictation and type- 
writing on the basis of 1.00 an hour very truly yours 

30. federal reserve bank of new york in reply please refer to 
gb-hrs june 11 1920 harold strumpf esq 857 crotona park north 
bronx new york dear sir this will acknowledge receipt of your 
letter of june 9 wherein you refer to the conversion of first and 
second liberty loan 4% bonds the first liberty loan bond which 
you submitted to us was converted into a permanent 4^% 
bond but the increased interest rate does not become effective 
until after june 15 1920 the interest due on that date is payable 
at the rate of 4% the second liberty loan bond which you sub- 
mitted does not begin to draw the increased interest rate until 
november 15 1920 therefore the interest payments due you 
may 15 1920 and november 15 1920 are at the rate of 4% 
conversion of 4% bonds and are effective as of the next subse- 
quent interest payment date which procedure is outlined in 
the enclosed circular no 137 we trust this fully explains the 
matter to you very truly yours- j m rice manager government 
bond department kl inc. 

31. saginaw furniture co 160 lincoln st saginaw michigan 
gentlemen attention of mr brown please send us by fast freight 
the following order 5 # 1080 dining tables 5 # 1083 buffets 
5 doz # 1076 dining chairs 5 # 1074 dining chairs 3 # 1090 
china closets we should like this order billed at your best cash 



LETTER PLACING 81 

discount as we plan to make prompt remittance yours truly 
reynolds & palmer 

32. underwood typewriter co incorporated manufacturers of 
the underwood typewriter head office underwood building 30 
vesey street new york u s a new york June 11 1920 in replying 
please quote dept w mr charles 1 frank department of stenog- 
raphy & typewriting the morris high school 166 street & 
boston road new york city dear mr frank we have carefully 
rechecked the papers of mr charles denton and have taken into 
consideration the facts mentioned in your letter the result 
gives him sixty eight (68) net words a minute according to our 
count we shall be glad to forward our special credential certif- 
icate if you will send us the certification for mr dentons paper 
through some oversight this certification was not attached to 
mr dentons test the form for the certification may be found 
on the last page of the regular credential test very truly yours 
credential dept manager ces-hvp 

33. felt & tarrant mfg company mr harold strumpf morris 
high school new york city dear sir your favor of june 22 
directed to mr m e obrien new york city has been referred to 
us for attention we are glad to co-operate with you in preparing 
your book on office practice and typewriting for use in high 
schools and commercial schools, and take this opportunity of 
mailing to you under separate cover the following booklets 
pertaining to the comptometer a bookkeeper's story; leading 
the bookkeepers out of bondage; better methods of accounting; 
the history of the counting machine; machinery as an aid to 
accountancy; we shall be glad to be of any further assistance, 
very truly yours felt & tarrant mfg company 

34. the evening mail 25 city hall place new york in response 
to a definite demand among the 24000 teachers of the new york 
schools the evening mail will begin publication next monday 



82 OFFICE PRACTICE AND BUSINESS STYLE 

June 14 of a department devoted to the interests of the citys 
educational system not only news of the schools but problems 
relating to teachers and their activities will be discussed in a 
thorough accurate and impartial manner teachers desiring in- 
formation concerning eligible lists salary adjustments oppor- 
tunities for promotion and kindred subjects will find a column 
where such queries will be answered the evening mail will 
make its schools news department to the teachers what a trade 
journal is to the workers in other occupations special attention 
is called to the fact that the evening mail school news will ap- 
pear in the home edition daily yours very truly the evening 
mail 

35. tower bros stationery co wholesale retail and manufactur- 
ing stationers 23 west 23 street new york January 31 1920 the 
art-type shop 370 east 149 street new york city attention of 
mr John v walsh gentlemen in reply to your letter of January 
29 1920 we wish to advise that the nearest we have to your 
samples is one marked "41 b job which is 85^ a ream and the 
mimeograph paper which is 65 <£ a ream trusting that these 
prices meet with your approval and that we may be favored 
with your order we are yours very truly tower bros stationery 
co hr:mb 

36. international time recording company of new york June 27, 
1921 mr james baggot 1352 boston road new york city dear sir 
we have just been advised by the computing-tabulating-record- 
ing company of which we are a subsidiary of your interest in 
our product as evidenced by your inquiry to them of recent 
date. w T e are inclosing a copy of our general catalogue guard- 
ing the minute which is descriptive of our complete line of 
international time recorders we believe however that your in- 
terests can be served by a personal explanation of the merits 
of our complete line and we have taken the liberty of referring 
your inquiry to our new york sales office located at 9-1 1 e 37 



LETTER PLACING 83 

st with the suggestion that one of their representatives call 
upon you within the next few days this call of course will 
place you under no obligation as it will be merely to assist you 
with any problems you may have in mind thanking you for your 
interest in the matter and trusting that we may be of further 
service to you we are yours very truly international time re- 
cording co of n y w walsh sales department 

37. lasalle extension university chicago ill gentlemen referring 
to your recent favor i beg to advise that i have received an 
increase in salary the same being entirely attributable to the 
course which i am taking with lasalle i am more than pleased 
with the course one thing which is particularly gratifying to 
me is the fact that you take a personal interest in each one of 
your students which entirely removes all of the discouraging 
features in taking up a course by mail very truly yours 

38. Springfield institution for savings Springfield mass may 
25 1921 american banking machine corporation 1530 equit- 
able building new york city gentlemen in reply to your letter 
of april 15th asking for a report on results obtained through the 
use of the automatic receiving teller thrift system as operated 
by this institution in springfield public schools I take pleasure 
in inclosing herewith detailed report for the period September 
15, 1920 to april 16, 1921, during which time you will note that 
springfield school pupils deposited $15,165.22 at a recent meet- 
ing of the principals and some of the teachers of the schools 
in which we had these tellers installed I was very much grati- 
fied to find that every expression of opinion from them was 
enthusiastically in favor of the workings of this system as 
against any other experience which they might have had in 
school savings this confirms my opinion that it is the simplest 
and most convenient form of school banking both for the 
teacher and for us which has yet come to my attention very 
truly yours John brand treasurer. 



84 OFFICE PRACTICE AND BUSINESS STYLE 

39. ford motor car company detroit michigan may 18 191 8 to 
mr e mayler 114 ford street Syracuse new york dear sir we are 
in receipt of your letter of the tenth inst and we are heartily 
in accord with your ideas we are mailing you under separate 
cover one of our latest catalogues in which you will find com- 
plete descriptions of parts and accessories of the most common 
terms in tha automobile business should you find anything 
here requiring any explanation we shall be very pleased to 
answer any question that might arise we are at your service 
very truly yours 

40. the macmillan company 64-66 fifth avenue new york de- 
cember 1 1916 mr richard pool central high school newark n j 
dear sir we are pleased to inform you that the following mac- 
millan texts will appear upon the new lists for 1917-1919 new 
list number 9156 canby & opdycke elements of composition, 
part III (aids to composition) contract price $.36 new list 
number 9070 opdycke news, ads and sales (complete) con- 
tract price $.95 new list number 8750 lister muscular move- 
ment writing advanced book contract price #.15 new list 
number 9864 lister: manual for teachers contract price #.30 
in case you lack samples of any of these titles, we shall be glad 
to send them to you yours very sincerely the macmillan com- 
pany educational department 

41. On a full sized commercial sheet, typewrite as your letter- 
head Morris High School Company, Dealers in Educational 
Supplies, 166 Street and Boston Road, Bronx, N. Y. Type- 
write the following letter and sign your name as President of the 
Company, Show initials of dictator and typist. 

messrs ellis & co sandusky ohio gentlemen we have today 
handed messrs Cornwall & berry check for $106.14 in payment 
of your account we regret that you have thought the step taken 
unnecessary and desire to say that when your draft came we 
could not conveniently accept it and asked our mr hull to write 



LETTER PLACING 85 

to you to that effect we presumed that this had been done and 
your solicitors letter to us was the first intimation to the writer 
that you thought this step unnecessary mr hull is at present out 
of town and we do not know whether he wrote as instructed 
yours very truly 

42. Set up in good form the following letter, which was dictated 
by Mr. R. B. Murray, purchasing agent of Hanley and Jameson, 
importers and exporters, 127 South Street, New York. Supply 
the dictator s and typist's initials and also state that there is an 
inclosure: 

messrs rose and harrison 400 sibley block rochester new york 
attention manager of mail order department gentlemen we wish 
to thank you for your kind attention to our last order just 
received we expected you would have some difficulty in filling 
and packing it according to our directions but were agreeably 
surprised to find everything exactly as ordered this is one of 
the inconveniences in running a general store one needs to have 
everything under the sun on further looking over your catalogue 
we discover several other things we need in catalogue 6 dec 6 
1907 we want no 14 3 doz hinges no 6 1 perfection heater and 
no 14 30 pair acme heaters no 68 12 drip teapots no 14 6 drip 
coffeepots and no 8 4 lbs cinnamon be sure that these articles 
are specially well packed in straw or excelsior as we are in 
immediate need of these articles please ship by express inclosed 
find check to be applied to this account yours truly 



CHAPTER III 
The Typewriter 

parts 

i. {a) What is meant by "Touch Typewriting"? (b) What 
is its value? 

{a) "Touch Typewriting" is a term applied to the method of 
operating the typewriter by the sense of touch, or location — 
without looking at the keys. The keyboard is divided into 
sections of convenient units and each finger should have its 
assigned and definite group of keys to operate. 

(b) Touch Typewriting enables the typist to direct his entire 
attention to his shorthand notes or the matter which he is copy- 
ing. By this method the time required in glancing from "copy" 
to the machine and back again is saved. Touch Typewriting 
is more accurate and more rapid than "sight" typewriting. 

2. Indicate the arrangement of the characters on a Universal 
Keyboard typewriter. 




THE TYPEWRITER 



87 



3. How are the fingers numbered with relation to the keys? 
Beginning with the index finger of either hand the fingers are 

numbered 1-2-3-4 respectively. To the index finger are as- 
signed two center keys on each horizontal row, and to each of 
the other fingers is assigned one key on each horizontal row. 
In this way, each key is assigned to a specific finger which al- 
ways operates it when required. The thumb is used to de- 
press the space bar after the last letter of every word. 

4. Show by diagram a correct method of fingering by the sense 
of touch. 

4-5 6-7 8 9 

R-T Y-U I O 

F-G H-J K L 

V-B N-M 9 . P 





5. What is meant by the term " ; guide keys"? 

The second row on the typewriter is called the guide row. 
The fingers of both hands are lightly placed on certain keys 
in this row. The remaining keys are learned and operated 
through associating their relative location with that of the 
guide keys. 

6. Describe the various parts of your typewriter and the work 
done by each part. 

1. The Finger Keys. Each finger key controls two dif- 
ferent characters, or a small and a capital letter. When the 



88 OFFICE PRACTICE AND BUSINESS STYLE 

finger key is struck with a firm, sharp touch the lower case 
character will print and the carriage moves one space to the left. 

2. Shift Keys. These are two large keys one on each side 
of the machine. When a shift key is depressed with the little 
finger, and a finger key is struck, the upper case character will 
be printed. 

3. Shift Lock. This is a small key above the shift key which, 
if depressed, raises the carriage, locking it firmly, so that several 
successive capitals or other upper case characters may be 
printed. 

4. The Space Bar. A long narrow black bar in front and be- 
low the keys. When this is lightly touched with the thumb 
the carriage moves one space to the left. 

5. The Back Space Key. Every depression on this key moves 
the entire carriage one space to the right or backward, so that 
a light impression may be made darker. 

6. The Platen or Cylinder. This is a large, rubber-covered 
roller against which the paper receiving the type impressions 
rests. 

7. The Scales. 

{a) The front scale with its numerical divisions is an aid 
in determining where to start and finish the writing line. 

(b) The cylinder or line scale is a ruled and usually 
unnumbered scale set close to the cylinder and used 
primarily as a means of locating a particular point or 
points on the writing line for the purpose of making ac- 
curate corrections or additions to what already appears 
on the sheet. 

(c) The tabular or self-starter scale is used in con- 
junction with the front scale or cylinder scale to determine 
the points at which columns or figures are to be com- 
menced. Special tabular or self-starter stops are set up 
on the tabular scale at these points and operated by the 
tabular (or self-starter) key or keys on the keyboard. 



THE TYPEWRITER 89 

8. The Paper Fingers or Clamps. These are clamps which 
can be moved along the cylinder or platen (for different widths 
of paper). They serve to hold the paper firmly against the 
cylinder, and should be set on the right and left edges of the 
sheet. 

9. The Lateral Paper Guide is at the left of the carriage be- 
hind the large cylinder and guides the left edge of the paper 
so that each sheet is fed into the machine in a uniform position 
with relation to the cylinder. 

10. The Carriage Release Lever. A small lever at each end 
of the carriage. If this is depressed and the carriage firmly 
held with the thumb, the entire carriage may be moved freely 
to the left or right. 

11. The Line Space Lever. This is a long lever ending in a 
curved hook (on left side of Underwood, right side of Reming- 
ton). Swinging this lever toward the right (or in the direction 
of its free movement) rolls the cylinder and paper into position 
for the next line and (on all standard typewriters) moves the 
carriage to the right for the beginning of the line. 

12. The Paper Release Lever. A small lever on the right 
side of the Underwood carriage (left side Remington) allows 
free movement of the paper for proper adjustment. 

13. The Line Space Adjusting Lever. A small lever on the 
top, left side of the Underwood carriage (top, right side of the 
Remington carriage) which, moved forward or backward, allows 
three different widths of spacing between lines. 

14. Variable Line Spacing Device. (Left end of carriage on 
Underwood; pull outward: right thumb wheel of Remington; 
push inward.) Allows for writing on ruled lines or adjusts for 
any space between lines. When the variable line space device 
is in operation, the cylinder knobs should be used to advance 
the cylinder for new lines. 

15. The marginal stops are located on a scale, usually in 
front of the cylinder, and slide right and left along this scale. 



9 o OFFICE PRACTICE AND BUSINESS STYLE 

They enable the operator to begin and end lines at any desired 
point on the scale and insure uniform margins and length of 
lines. 

1 6. Marginal stop release consists of one or two keys (or 
small levers) conveniently located for the purpose of permitting 
the typist to write additional characters, if desired, at the be- 
ginning or end of the line, after the carriage has been halted 
by the marginal stops. (See Key Lever Lock Release on the 
Underwood and Marginal Release Lever on the Remington.) 

17. The ribbon-switch lever (or stencil lever) throws the 
ribbon mechanism out of gear so that the typebars may cut 
the stencil paper directly when preparing a mimeograph stencil. 
On the Underwood this is a small lever above and back of the 
ribbon position indicator. Push this lever to the left to throw 
the ribbon out of gear. On the Remington when the pointer 
attached at the front left of the machine points to the white 
surface, the ribbon is out of gear. 

18. The ribbon carrier (or guide — Underwood) and spools 
automatically move the ribbon to a position between the type 
and printing point on the paper with every depression of a 
key. The ribbon is automatically fed from one spool to another 
in order to provide a freshly inked surface for each printed 
character. 

19. Bichrome ribbon device allows the operator, with a single 
movement, to change the color of the impression. Generally 
a red and black ribbon is used. 

20. Tabular key (on the Underwood). Self -starting keys (on 
the Remington). These are keys which, if depressed, allow the 
carriage to jump to any desired point on the scale. This is 
accomplished by means of movable stops on the tabular bar 
back of the machine and scaled to correspond to the front 
scale. This is a very useful device for paragraph indention, 
for columns of figures in tabulation, or for bookkeeping 
problems. 



THE TYPEWRITER 91 

21. The Bell. This rings six or seven spaces before the key- 
lever locking device acts at the end of the line, and serves as a 
warning to the operator to finish the syllable and proceed to 
the next line. 



CARE OF THE MACHINE 

7. (a) What must be done so that the typewriter will turn out 
satisfactory and efficient work? (b) Explain. 

(a) The machine must be cleaned daily and oiled occasionally. 

(b) Constant hammering of type through the ribbon will 
cause an accumulation of dirt on the type face. This must be 
removed either with a pin or with a stiff bristle brush, brushed 
briskly forward and away from the inner parts. For cleaning 
the inner parts of the machine a long-handled camel's hair 
brush is used. This removes dust accumulation, eraser grit, 
etc. The frame and nickel parts can be cleaned and polished 
with a soft oiled cloth or chamois skin. Oil should be used very 
sparingly — just a drop on parts where there is constant fric- 
tion — never on the type — as on the carriage rails or rods, the 
shift rail, marginal-stop rod, tabular-stop rod, and the paper- 
finger rod. 

8. How may the life of the rubber cylinder (platen) be lengthened? 

A heavy grade of backing sheet may be used with every in- 
sertion of paper or the backing sheet may be rolled around the 
roller and the end pasted down. This will allow a cleaner 
and more even impression. 

9. What may be done to overcome uneven type impressions 
which are due to rough platen? 

A fine grade of sand paper should be gently rubbed over the 
platen until it becomes smooth; but if the platen is too worn it 
should be changed for a new one. 



92 OFFICE PRACTICE AND BUSINESS STYLE 

10. What three things should be done at the end of the days 
work on the typewriter? 

i. The carriage should be centered. 

2. Marginal stops should be brought to the center to lock 
the carriage. 

3. The machine should be covered with rubber cloth to keep 
sweepings from accumulating within the inner working parts. 

OPERATION 

1 1 . What is the correct way of inserting paper in the typewriter? 

1. Take the paper in the left hand. 

2. Allow the lower edge of the paper to drop between the 
platen and feed rolls, keeping the left edge flush with the paper 
guide. 

3. Grasp the right thumb wheel with the right hand, and with 
one full turn roll the paper around the platen. 

4. Push down the paper release for a more even adjustment 
if necessary. 

5. Determine and set your marginal stops. 

12. How would you prevent uneven edges when many sheets are 
to be inserted in the machine? 

Fold a strip of paper and feed the creased edge into the 
machine. Insert the entire pack of sheets between the two 
parts. Make a brisk turn of the right thumb wheel. All the 
papers will then feed evenly. 

13. State the correct way of removing paper from the machine. 
On the Underwood: Push down the paper release (on top, 

right end of carriage) with the right hand and pull the longer 
end of the paper upward with the left hand. 

On the Remington: Push back paper release lever (top, left 
end of carriage) with the left hand and pull the paper upward 
with the right hand. 



THE TYPEWRITER 



93 



14. Explain in detail the method of attaching a new ribbon 
on (a) an Underwood Typewriter; (b) a Remington Typewriter. 

(a) To change the ribbon, wind the old ribbon on one spool 
by the Ribbon Spool Ratchet Handle. By means of this handle 
the ribbon may be wound either way. After winding the ribbon 
on one spool, set the carriage in the center of the machine, 
depress the shift lock, and lift the spools out of the ribbon cups 
and the ribbon out of the guide. Detach the ribbon from the 
empty spool and attach the new ribbon. Wind the ribbon 
around the spool until the eyelet reaches the hub. Replace the 
ribbon spools in the cups with the pin beside the ribbon reel in 




UNDERWOOD 



the little hole in the ribbon spool. Take care that the ribbon 
feeds around the front of both spools, and, if a bichrome rib- 
bon, that the color least used is below. Pass the ribbon 
through the slots in the cups in front of the rollers and through 
the reversing levers, then back of the ribbon guide at the cyl- 
inder, and thread it down behind the pins in the ribbon guide, 
as shown by the following diagram. 

The ribbon is more easily placed in position by pulling the 
lever that extends from the outside of the ribbon cups forward. 
This throws the roller and the reverse lever out in position 
where the ribbon can be inserted more easily. When the rib- 
bon is placed in position touch the left shift key, which will 



94 



OFFICE PRACTICE AND BUSINESS STYLE 



lower the ribbon guide. When using a single colored ribbon 
and the upper half becomes worn, reverse the ribbon spools. 
This brings the unused half of the ribbon above. 

(b) Wind all of the old ribbon on the right hand spool by 
means of the ribbon spool crank. This spool crank, when 
pulled out, causes the ribbon to revolve to the right; when 
pushed in, to the left. When the winding on the right-hand 
spool is completed unhook the ribbon from the tape of the left- 




REMINGTON 



hand spool. Press downward on the spool guard to expose the 
spool. Then press the snap catch which protrudes from the 
right ribbon shaft and remove the spool. 

To insert new ribbon, unwind about a foot of the new ribbon, 
pass the free end up through the slot above the right spool and 
to the left across the type segment, and fasten it to the tape of 
the left spool. Be careful not to twist the ribbon. There is a 
cut-out on one side of every Remington ribbon spool; this cut- 
out must fit over the weight on the right ribbon shaft. Push 



THE TYPEWRITER 95 

the spool onto the ribbon shaft, until it snaps into place, and 
return the spool guard to proper position. 

Press down the shift lock key to raise the ribbon carrier to 
convenient position. Hold the ribbon with the thumb and 
first finger of each hand and place the ribbon back of and 
through the ribbon carrier as shown in the illustration. Turn 
the ribbon spool crank, which will straighten and take up the 
slack of the ribbon. 

15. State how a ribbon should be disengaged on {a) an Under- 
zvood, (b) a Remington, when a stencil is to be cut. 

(a) On the right-hand side of the front plate above the keys 
are two keys and below the scale is a little knob. Push this 
leftward, insert stencil, and proceed with stencil cutting. 
Though the ribbon has not been touched it will not interfere 
with the type impressions. 

(b) The stencil cutting device on the Remington is a small 
lever with a pointer attached to the front and left of the ma- 
chine. When the lever is lifted the attached arrow head will 
point to red or black, which represent the upper and the lower 
half of the ribbon respectively, or to white, which indicates 
no interference from the ribbon. The last is the correct posi- 
tion when a stencil is to be cut. 



16. (a) Name the different kinds of ribbons, (b) Explain their 



use. 



{a) I. Copying, 2. Record, 3. Hectograph. 

(b) I. Copying ribbons are heavily inked ribbons. They are 
used when it is desired to transfer an exact copy of the 
original to another sheet of paper for future reference. 
They may be obtained in any color. Some of them 
are so inked that they will typewrite in one color and 
copy in another. Letters done with this kind of 
ribbon must be handled carefully and kept from 
moisture because they smudge easily and leave a blur. 



96 OFFICE PRACTICE AND BUSINESS STYLE 

2. Record ribbons are used in all cases where clear and 
clean work is desired without copy. They are un- 
suitable for transferring or copying. Like copying 
ribbons they may be obtained in any color, plain 
black being most frequently used because of its clear- 
cut appearance. These ribbons are always used for 
legal documents or for permanent records. 

3. Hectograph ribbons are inked on one side only (the 
side nearest the paper). They are more heavily 
inked than either the copying or record ribbons. The 
copy made through this ribbon is the master copy 
from which are reproduced all subsequent copies on 
the hectograph machine. The original copy is never 
used for correspondence purposes but is thrown away 
on account of its very blurred appearance after re- 
moval from hectograph machine. These ribbons are 
inked in all desired colors. 

17. What are bichrome ribbons? 

A bichrome ribbon is one which has the upper half of its 
entire length inked in one color and the lower half in another. 
Bichrome ribbons are manufactured to accommodate machines 
which have a bichrome device to allow two-color work on the 
same sheet without change of ribbon. They come in many 
combinations of colors, red and black being most frequently 
used for bookkeeping work or for underscoring. 

18. What typewriting defects should a good typist always pre- 
vent? 

1. Uneven coloring, due to poor ribbon, uneven touch, or 
worn out platen. 

2. Smudgy erasures, due to poor eraser or erasure. 

3. Uneven spacing between letters of the same word. 

4. Strike overs. 



THE TYPEWRITER 97 

5. Crowding at the end of the line, due to failure to heed 
the warning bell. 

6. Uneven length of lines, due to failure to set marginal 
stops before beginning work. 

7. Poor top and bottom margination. 

19. How should errors be erased on the original copy so that 
clean looking work will result? 

A regular typewriter eraser and an erasing shield made of 
celluloid with cut-outs of different sizes should be used. These 
may be purchased in any stationery store. Roll the cylinder 
upward until the error is reached. Cover this with the erasing 
shield so that the error only is visible through the cut-out. 
Erase, turn cylinder downward to the proper writing point and 
strike with a lighter touch. 

20. What is the value of carbon copies? 

1. Carbon copies are a great time saver because one or more 
copies may be made at the same time as the original. 

2. They enable a person to attach and file the carbon record 
of replies to outgoing correspondence. 

3. In legal work the carbon sheet is invaluable, because as 
a rule copies are made in triplicate. 

21. Give definite directions for the arrangement of sheets when 
carbon copies are made, 

1. Lay the sheet to receive carbon copy face upward on the 
desk. 

2. On top of this place the carbon sheet, glossy side down- 
ward, with bottom edge of carbon below bottom edge of sheet 
face up, and another carbon sheet glossy side down. 

4. Follow the same procedure for as many carbon copies as 
desired. 

5. Place the sheet which is to receive the original type- 
written impression on the last carbon, the letterhead farthest 
from you. 



98 OFFICE PRACTICE AND BUSINESS STYLE 

6. The edge furthest from you (top of letterhead when this 
kind of paper is used) is fed into the machine first. 

22. Give a good method of checking whether the carbons have 
been properly inserted. 

When the entire pack of sheets and carbons have been rolled 
into the machine, an examination of each carbon sheet in front 
of the cylinder should show the dull side facing you and the 
glossy side away from you. Otherwise papers must be taken 
out, rearranged and reinserted. 

23. What care must be exercised when working with carbon 
paper? 

1. Creased carbon sheets should not be used, because an 
irregular black line is left on the copy. 

2. When arranging carbons on impression sheets see that 
the carbon sheets extend beyond the bottom edges of the 
writing paper, to make the separation of the papers easier. 

3. Keys with a broad surface such as m, w, %, #, $ and 
capitals, should be struck more sharply than other keys. 

4. Letters containing loops such as p, e, q, b, d, s, a, etc., 
should be thoroughly cleaned. Otherwise the carbon im- 
pression will be smudgy. 

5. If working with used carbons hold them to the light be- 
fore placing on paper. If light shows through very clearly or 
in irregular blotches, the sheet should not be used. 

24. Give the steps to be taken for erasing errors on carbon 
copies without taking the copies out of the machine. 

1. Turn the cylinder upward and forward. 

2. Bend forward all sheets but the last carbon copy. 

3. Find and erase carbon error with a soft eraser. 

4. Place a blank sheet of paper over the erasure. 

5. Fold back the carbon sheet and the second carbon copy. 

6. Proceed as in 3 and 4 until the original copy is reached and 
corrected. 



THE TYPEWRITER 99 

7. Remove all blank sheets, turn the cylinder downward to 
the writing point and correct the error. 

25. Tell how you would correct a word from which a letter has 
been omitted, while the paper is still in the machine. 

Erase the entire word. With the left hand push the carriage 
to within one-half space of the preceding word and typewrite 
the whole word. The smaller space before and after the in- 
serted word will hardly show. 

26. How is paper reinserted in the machine to the exact writing 
point, so that the omitted letter may be typed without detection? 

The vertical lines on the alignment scale (close to the platen) 
register the exact spacing between letters. The top edge of 
the scale coincides with the bottom edge of the printed line. 

Return the paper to the cylinder, depress the paper release 
and move the paper so that the center and bottom of a letter, 
such as i, m, or v, is even with the vertical rules and flush with 
the top of the alignment scale. The omitted letter may then be 
typewritten in the proper space without detection. 

27. {a) How would you insert an omitted word on the type-, 
writer? (b) Illustrate. 

(a) In correspondence this should never be attempted. In 
double or triple space manuscript work proceed as follows: 

1. Push the cylinder back to the last letter of the word 
preceding the omission. 

2. Underscore the last letter of that word. 

3. In the space of the omission strike the bar or diagonal. 

4. Typewrite the omitted word in the space above the bar. 

(b) Your work should appear like this: 

has 
This word/been omitted. 



ioo OFFICE PRACTICE AND BUSINESS STYLE 

28. What errors can be corrected by striking other letters over 
them? 

p, d, b, q, e, may be struck over o. a may be struck over s; 
H over h; o over c; n over r; B over P; e over o; h over n; m 
over n; E over F; d over c; , over .. 

SPECIAL CHARACTERS NOT ON KEYBOARD 

29. How are {a) the Arabic figure one (/) and (b) the Roman 
figure one (/) made on the typewriter? 

{a) The Arabic figure one is made by striking small 1. 
(b) The Roman figure one is made by striking capital I. 

30. How are columns of figures in {a) the Roman notation and 
in (b) the Arabic notation arranged? (c) Illustrate. 

(a) In the Arabic notation, because of the decimal system, 
units must always be written under units, tens under tens, 
hundreds under hundreds, decimal points under one another, etc. 

(b) Because there are no decimals in the Roman notation 
numbers may be indented or extended in accordance with the 
taste and desire of the typist. 

(c) 



Arabic 




Roman 






Extended 




Indented 


b.l 


I 




I 


Io3-5l 


II 




II 


3 l,6oo. ol 


III 




III 


loo.l 


IV 




IV 


1,921.00 


DCL 




DCL 


216.34 


MCMXXI 




MCMXXI 



31. Explain how you would make the following signs, if not on 
the keyboard: fc, !, plus sign, times sign, equal sign, division sign, 
degree sign, dash, chemical formulae, fractions, subtraction sign, 
vertical line, horizontal line, double horizontal. 

i Hold down space bar, strike c and the diagonal. 
! Shift lock carriage. Hold down space bar and strike the 
apostrophe and then the period. 



THE TYPEWRITER 101 

+ Hold down space bar, strike the hyphen and then the 
diagonal or move the cylinder backward slightly and strike 
the underscore and the 1 or I key. 

Times Sign Strike the x or X key. 

= Hold down space bar, strike the hyphen then move the 
roller down slightly by means of the variable line spacer and 
strike the hyphen again. 

-5- Hold down space bar and strike colon and hyphen. 

9° Strike the number desired then by means of the variable 
line spacer move down the roller just a trifle and strike small o. 

Dash — Strike the hyphen twice in succession. (There must 
be no space before or after the dash.) 

H2SO4 Strike the letters, turn up the roller just a little with 
the aid of the variable line spacer and write the figure desired. 
Release the variable line spacer. 

Y^ Strike the figure desired, then the bar, then the remaining 
figure without using spaces. Or strike the figure desired, then 
the hyphen, then the next figure. 

Subtraction Sign — Shift lock, release variable line spacer, 
turn the carriage backward a trifle, and strike key 6. 

Vertical Line — Single space cylinder, shift lock, strike colon 
or apostrophe; back space and strike the same key, etc., for 
any length line desired, or set the pencil point in the notch of 
the alignment scale against the paper. Release variable line 
spacer; turn the thumb wheel for the length of line desired. 

Horizontal Line — 1. Shift lock (use variable line spacer) and 
strike key 6 repeatedly, lightly, and with an even pressure for 
length line desired; or 

2. Set pencil point in line gauge notch against the paper, 
hold down carriage release and slowly move the carriage to the 
right or left for length of line desired. 

Double Horizontal — Release variable line spacer. Shift 
lock and strike key 6 repeatedly for length desired. Return 
carriage to the starting point; turn the cylinder upward a trifle, 



102 OFFICE PRACTICE AND BUSINESS STYLE 

and repeat. The variable line spacer will regulate the width 
between lines. The hyphen may be used to accomplish the 
same result. 

The Underscore — Shift lock, strike key 6 once for each letter 
in the word to be underscored. Do not underscore the spaces 
between words. 

32. Show how a correctly underscored sentence or title should 
look. 

Go forth under the open sky. 

THE PRODIGAL'S RETURN 

33. (a) What is meant by interlining? (b) Illustrate. 

(a) Interlining means indicating corrections or omitted 
words by means of the underscore and the bar. This can be 
done only in double or triple spacing. See also 27 b. 

left 

(b) He has/to return shortly. 

SPACING AFTER PUNCTUATION 

34. When should (a) no space, (b) one space, (c) two spaces 
be left after punctuation marks? (d) Illustrate. 

(a) No space — 

1. After the comma when used to divide groups of num- 
bers, 7,635,182. 

2. Between the period and comma when following an 
abbreviation, etc., 

3. After the opening parenthesis or before the closing 
parenthesis, (Latin). 

4. After $ or #, $13, #16. 

5. Before or after the hyphen in compound words, 
book-worm. 

6. After the opening quotation and before the final 
quotation mark. "I came I conquered." 



THE TYPEWRITER 103 

7. Between any two succeeding punctuation marks. 
(See 2, or 6.) 

8. Before or after the dash. A noun — Latin, nomen. 

9. Between the figure and £ sign, 13^. 

(b) One space — 

1. After a period in an abbreviation. 

2. After a comma. 

3. After a semi-colon. 

4. Between words. 

5. After closing parenthesis. 

6. Before opening parenthesis. 

(c) Two spaces — 

1. At the end of a sentence. 

2. After an interrogation or exclamation point. 

3. After colon when a capital follows. 

35. How should a quotation be punctuated? 

If it is a part of the quotation place the punctuation before, 
otherwise the punctuation is written after the final quotation. 

36. (a) Describe in detail a practical method of centering and 
(b) illustrate by centering the following, using as many lines as 
may be necessary: Examination in Typewriting, held at {name 
your school and place) Thursday, January 23, IQ22. 

(a) First Method — Add the numbers at which the marginal 
stops are set. From the sum obtained subtract half the number 
of points (spaces, letters, and punctuation) in the line or title to 
be centered. The result is the point on the scale at which to 
begin. 

Second Method — Make a slight crease at the top center of 
paper. Move the carriage to that point, and back space one 
point for every two points in the line to be centered. The re- 
sult is the proper point for beginning. 

Third Method (Underwood) — Set the paper in the center 
of the cylinder, move the carriage pointer or indicator to zero 



104 OFFICE PRACTICE AND BUSINESS STYLE 

(o), which is at the right of the scale. Strike the space bar once 
for each point in the title. The number shown by the in- 
dicator on the red scale is the point on the white scale at which 
the line to be centered begins. 

Fourth Method (Remington) — Set the paper one-fourth of 
an inch from the left edge of the cylinder. Move the carriage 
to the extreme right of the scale. Back space once for each 
point in the line to be centered. Divide by two. The result 
obtained is the proper starting point. 

(b) Examination in Typewriting 

held at 

Morris High School 

Thursday, January 23, 1922. 

37. How would you center an article or letter on a commercial 
sheet of paper? 

There are six single typewritten lines to the inch. A com- 
mercial sheet therefore will accommodate 66 single spaced 
lines. Count the number of lines in the article to be typed, 
allowing for spaces between lines. Subtract the total from 66 
and divide by 2 for the upper and lower margins. The result 
shows how far from the top edge to begin typewriting. 

38. At what points on the typewriter scale would you begin: 
(a) Date line, (b) Name of correspondent, (c) Address, (d) 
Salutation, (e) Body. (/) Complimentary close, (g) Signature? 



(a) 


40 01 


•45- _ 


0) 


5 or 


marginal stop. 


to 


10 01 


• is- 


(d) 


5 or 


marginal stop. 


to 


10 01 


■IS- 


(/) 


30. 





(g) 35- 



THE TYPEWRITER 105 

MANIFOLDING AND DUPLICATING MACHINES AND PROCESSES 

39. (a) What is meant by manifolding or duplicating? (J?) Men- 
tion jour different ways of duplication. 

{a) Manifolding or duplicating is the process of making many 
copies from one. 

(b) 1. Carbon paper — by means of which three to ten clear 
copies may be made. 

2. Hectograph ribbons or hectograph ink, the master 
copy of which will make as many as 50 good copies. 

3. Stencils which, if well cut, will make as many as 1000 
good copies. 

4. Type-setting machines which will make any number 
of copies each as good as the first. 

40. (a) What is the hectograph machine? (b) Describe the pro- 
cess of making copies by means of the hectograph. 

(a) A hectograph machine consists of a dried gelatine pad — 
either on linoleum cloth or in a pan. This pad retains the 
master impression from which the copies are made. 

(b) The original, called the master copy, is made on a non- 
absorbent or good bond paper with hectograph ink or hecto- 
graph ribbon and typewriter. When the master copy is dry it 
is placed smoothly face downward on the gelatine pad, rubbed 
down firmly, allowed to remain for two or three minutes. It 
is then stripped off and thrown away. Sheet after sheet is 
then applied to the negative copy left on the face of the gelatine 
pad. Each sheet after application is an exact copy of the 
original, though a trifle lighter in color than the preceding copy. 

41. How may the hectograph be used again for other matter? 

A different gelatine pad is used, or another portion of the 
same gelatine pad that has no impression on it is used. Gen- 
erally the impression is wiped off" with a moist sponge without 
pressure and a new master copy is applied. If the hectograph 



io6 



OFFICE PRACTICE AND BUSINESS STYLE 



is not immediately needed, but is put away for later use, the 
impression gradually sinks to the bottom of the pan. 

42. Name four machines that work on the same principle as 
the hectograph. 

1. Rapidograph 3. Graphic Duplicator 

2. Schapirograph 4. Bensinger "Rapid" 




DUPLICATOR 



43. (a) Name three machines that print from stencils, (b) Men- 
tion three different kinds of stencils, (c) Describe in detail the 
process of cutting a stencil. 

(a) Flat mimeograph, Rotary mimeograph (Neostyle), Roto- 
speed machine. 

{b) Autographic stencil, wax typewriter stencil, and derma- 
type stencil. 

(c) 1. The autographic stencil consists of a single thin ruled 
tissue sheet, covered with a coating of paraffine wax. 



THE TYPEWRITER 



107 



A large board, the upper part of which has a steel 
plate, is used as a table on top of which is placed the 
autographic stencil. A steel pencil, called a stylus, is 
then used to write or draw whatever is desired on the 
stencil. The writing is merely a scraping of the wax 
against the steel board as a backing. 

2. The wax stencil consists of a heavy manila backing 
sheet, a protecting tissue, on top of which is the wax 
stencil, and, finally, 
above this, a top 
protecting tissue 
sheet. Without re- 
moving any of these 
sheets, the com- 
posite stencil is fed 
into the typewriter 
and the typing is 
done with a firm, 
sharp, even touch. 
Keys with a broad face like M and $ or capitals must 
be struck more sharply, while letters like and e 
must be struck more lightly. Care must be taken not 
to crease the wax stencils, as every crease or scratch 
permits the ink to get through, leaving a black line or 
smudge on the printed copy. 

3. The dermatype stencil is a single chemically-prepared 
blue sheet with a backing similar to the wax stencil. 
The backing is moistened with a specially prepared 
fluid called dermax (although soap water will give the 
same results). The blue sheet is then smoothed down 
evenly on the backing to take out the air bubbles. 
Surplus moisture is removed by applying a newspaper 
sheet over the surface for a moment. The stencil is 
then fed into the machine and the typewriting done 




PREPARING THE STENCIL 



io8 



OFFICE PRACTICE AND BUSINESS STYLE 



while the sheet is wet. If the dermatype stencil dries 
before completing the tyepwritten form, it must be 
taken out and remoistened. 

44. How are corrections made on stencils? 

Adhesive paper may be used to paste over undesired matter, 
or a varnish especially prepared for the purpose may be used to 
cover the error. After waiting a few minutes for the varnish 
to dry, the correction can be made over the error. Errors 
treated this way will not be detected. 

45. (a) Describe the mimeograph and (b) tell how it is operated. 

(a) The mimeo- 
graph is a steel cyl- 
inder fitted with a 
sheet of perforated 
brass on which is 
securely fastened a 
cloth pad. A spe- 
cially prepared ink is 
permitted to flow 
from a fountain with- 
in the drum, and is 
evenly brushed on 
the inside of the 

brass frame. This 
ink is then taken up, through the perforations in the brass 
frame by the cloth pad with each turn of the drum and is 
transferred through the cut stencil to the receiving sheet. 
Some machines are equipped with self-inking, automatic feed- 
ing of paper, and self-counting devices for speed, accuracy, and 
economy. 

(b) Take the stencil from the typewriter. Remove the back- 
ing on the perforated line of the dermatype and the tissues from 
the wax stencil. Supply enough ink from the fountain to 




THE MIMEOGRAPH 



THE TYPEWRITER 



109 



moisten the pad. Attach the stencil to the stencil buttons on 
the cylinder and pull evenly over the pad. Place the necessary 
supply of paper on the feedboard. Slide the paper weight in 
proper position (at the 
center of the bar for com- 
mercial paper; at the end 
of the bar for legal paper). 
Release the automatic feed; 
adjust the receiving tray; 
set the recorder for the 
number of copies required. 
Turn the handle with a 
right motion for printing 
the first copy. Raise or 
lower the print as required. 

Run off as many copies as are desired, and leave the stencil 
on the pad until the machine is ready to print a new form. 




PLACING THE STENCIL ON THE 
MIMEOGRAPH, NO. I 



46. Explain fully how you can prevent the back of each printed 
sheet from being smudged by the ink of the preceding copy. 

By interleaving. 
Take the pages of a dis- 
carded telephone directory, 
or newspaper sheets cut to 
the same size. On the top 
of each printed copy as it 
comes out of the machine, 
is placed one of these pages, 
called a filler. This absorbs 
the wet ink of the printed 
copy, leaving the back of 
each printed sheet clean. 

In ordinary work a special mimeograph or absorbent paper is 

used. This takes up all excess ink. 




PLACING THE STENCIL ON THE 
MIMEOGRAPH, NO. 2 



no 



OFFICE PRACTICE AND BUSINESS STYLE 



47. (a) Name four different kinds of typesetting machines and 
(b) describe two of them. 

(a) Multigraph, Multicolor, Writerpress, and Printing press. 

(b) 1. The multigraph is a combined typewriter, typesetter, 

and printing press. It may be operated either with 
typewriter ribbon or printing ink, and may be 
equipped with signature attachment. The machine 
consists of two cyl- 
inders channeled or 
grooved to corre- 
spond to typewriter 
lines. The left-hand 
cylinder is the type 
supply drum, in the 
channels of which 
are all the different 
characters that are 
found on the type- 
writer. As the let- 
ters making up the 
words of the com- 
position are needed 
they are rapidly 
shot into the right- 
hand printing drum 
with the assistance of a scale indicator which points 
to the letter desired, and a trigger, until the entire 
composition has been set up. 

The type is kept from moving along the grooves by 
means of a long marginal band on the right and spring 
clips at the end of each line. The entire drum is 
then removed, and fastened to the printer. A proof 
is made by placing a carbon between two blank sheets 
and running these through the machine. Corrections 




THE MULTIGRAPH 



THE TYPEWRITER nr 

are made by pulling up the spring clip, sliding out the 
wrong letter on a tube, and inserting the correct letter. 
If no corrections are necessary the entire composition 
is covered with a broad eight-inch typewriter ribbon 
which moves automatically from one spool to another 
with each turn of the drum. With the help of the 
paper guide and an upward or downward turn of the 
drum, the composition may be properly centered on 
the paper. The paper is placed on the feeding table 
and the complete article, after corrections are made, is 
printed with one left turn of the hand crank. A 
cyclometer registers the number of copies desired. 

The multigraph printer is also equipped with self- 
feeding and electric power attachments. Each copy 
turned out is a perfect piece of typewritten work, 
and may be printed on commercial or legal paper. 
2. The multicolor press is similar in principle to the mul- 
tigraph with the following exceptions: 
i. It operates at high speed — 4500 copies an hour. 

2. It prints a form 8f inches by 12 inches. 

3. It can print a letterhead, letter, and signature in 
three different colors at one operation. 

4. It is a flat bed press using any kind of standard 
printing type and accessories. 

5. It makes uniform impressions on any thickness of 
paper or cardboard of any form desired from type, 
cuts, line plates, etc. 

COPYING OUTGOING MAIL 

48. Give three ways by weans of which copies of outgoing letters 
may be preserved for convenient reference. 

1. The letter press method. 

2. The roller copier and bath. 

3. The Roneo copying machine without bath. 



ii2 OFFICE PRACTICE AND BUSINESS STYLE 

49. Explain in detail {a) the equipment and (b) the process of 
copying by means of the letter press, 

{a) A letter book, consisting of an alphabetic index and 
numbered tissue sheets, a number of oiled cardboard sheets 
larger than the letter book pages, heavy cloths or blotting paper 
of similar size, and a screw press constitute the equipment. 

(b) Turn to the first unused page. Place an oiled sheet to 
the left of the page. On this lay the damp cloth or blotting 
sheet evenly. Turn the tissue page down on the cloth. Place 
the letter to be copied face downward on the tissue sheet. 
Repeat the same operation for all letters to be copied. Lay 
the oiled sheet on the last letter. Close the book carefully and 
place in the letter press. Screw down the lever firmly and al- 
low the book to remain in the press a minute or two. The 
original letters are then removed, dried, and mailed and an 
exact copy including signature and corrections is left in the 
book ready to be indexed and cross referenced. 

50. Describe and illustrate a method of cross referencing and 
indexing the letter press book. 

At the left top of the page bearing the copied letter is written 
in fractional form a numerator, which tells the page of the pre- 
ceding letter to the same firm, and a denominator which gives 
the page number of the next letter to the same firm. For ex- 
ample, in the following numbers appearing on different pages 
of the letter press book T °2-, ^ I2 - ° indicates the letter 
on this page is the first letter to this firm; 12 indicates that 
the next letter to this firm is on page 12. When you turn to 
page 12, the number 5 shows that the preceding letter is on 
page 5 and the next letter on page 62. On page 62 we find 
there are no more letters written to this firm. In the alphabetic 
index in the front of the book should appear after the firm name 
the page numbers of the copied letters. 



THE TYPEWRITER 



113 






51. Describe the rapid roller copier. 

This in principle is similar to the letter press book. It is 
equipped, however, with a continuous roll of tissue (instead of 
a book) which passes through 
a water bath before copying. 
The letter to be copied is 
placed face down on a metal 
table. A turn of the hand 
crank forces the letter 
between two heavy metal 
rollers where it comes in con- 
tact with the moistened tis- 
sue sheet. The pressure of 
the rollers makes an exact 
copy on the tissue sheet. 
The original letter then falls 
into a receiving basket, while 
the tissue is wound on a reel 
where, after drying, it is 
cut to size and filed with the letter to which it is an answer. 




RAPID ROLLER COPIER 



52. What is the Roneo Copier? 

This machine is similar to the rapid roller copier. The 
water bath is eliminated, the tissue roll used being chemically 
prepared. The tissue roll is placed on a reel in the machine, 



114 OFFICE PRACTICE AND BUSINESS STYLE 

the letter to be copied is brought in contact with the paper, 
and is passed between the rollers under pressure. The letters 
automatically fall into a receiving tray. When all the letters 
have been copied, the knife blade which is a part of the ma- 




RONEO COPIER 



chine, cuts all the copies at the same time with one movement 
of the blade. The letters are then filed. 

REGENTS QUESTIONS IN TYPEWRITING 

Wednesday, January 19, 1921 — 1.15 to 4.15 p.m., only 

1. Copy on a typewriter the selection given on the separate sheet 
[210 words to be copied in seven minutes; the work then to be col- 
lected by the examiner], [ 45 ] 

2. Using a suitable head, tabulate on a single sheet of paper 
the comparative financial statement of James C. Leslie as given 
below: [ 20 ] 

Assets for 191 8: Cash $6782.56; Furniture and Fixtures 
$835; Merchandise $19,650; Accounts Receivable $21,587.50; 
Total Assets $48,855.06. Liabilities for 191 8: Accounts Pay- 
able $25,372; Total Liabilities $25,372. Net Worth for 1918: 
$23,483.06. Assets for 1919: Cash $4372.50; Furniture and 



THE TYPEWRITER 115 

Fixtures #751.50; Merchandise #21,165; Accounts Receivable 
#23,742.25; Notes Receivable #2000; Total Assets #52,031.35. 
Liabilities for 1919: Accounts Payable #24,793.75; Notes Pay- 
able #1500; Total Liabilities #26,293.75. Net Worth for 1919: 
#25,737.50. Assets for 1920: Cash #5847.32; Furniture and 
Fixtures #668; Merchandise #20,436; Accounts Receivable 
#25,150.15; Notes Receivable #1000; Delivery Equipment 
#1500; Total Assets #54,611.47. Liabilities for 1920: Accounts 
Payable #26,378.40; Notes Payable #1000; Total Liabilities 
#27,378.40. Net Worth for 1920: #27,232.07. 

3. Answer both [a) and (b): 

(a) Using January 75, 1921, as a date, type the following letter 
in attractive form for Lee iff Harkness, General Furniture Dealers, 
2 75 State Street, Hudson, N. Y .; the letter is to be signed with the 
firm name and by T. B. Lee, the president: [10] 

the reliable furniture co 281 western ave chicago ill gentlemen 
please send us as soon as possible to the above address the 
following goods as listed in your current spring catalog 25 brass 
beds #312 20 fumed oak rocking chairs #338 72 american 
walnut dining chairs #1056 10 mahogany davenports #978 
kindly make the shipment by new york central railroad fast 
freight and bill to us subject to your best cash discount yours 
truly. [Insert initials of dictator and typist.] 

(b) Address an envelope of the regular business size for the above 
letter. [5] [Use paper cut approximately 6\" x jf n \ if envelope 
is not supplied. \ 

4. Under date of January 20, 1921, The Reliable Furniture 
Company fills the order mentioned in question 3. The prices 
and extensions are as follows: brass beds #30 each, #750; rocking 
chairs #15 each, #300; dining chairs #145 a dozen, #870; daven- 
ports #40 each, #400; total #2320. 

On a separate sheet of paper make the invoice in proper form for 
The Reliable Furniture Company. [10] 



n6 OFFICE PRACTICE AND BUSINESS STYLE 

5. Answer both (a) and (b): 

(a) Explain how the tabulating device may be used to advantage 
in letter writing. [5] 

(b) Illustrate two forms of typewritten signature to a business 
letter. [5] 

6. Write briefly on two of the following topics: [10] 

(a) How to erase an error when making carbon copies. 

(b) How to make single horizontal and double horizontal lines. 

(c) How to place a set of carbons in the machine so that the edges 
will be even. 

(d) How to cut a stencil for the mimeograph (neostyle). 

TYPEWRITING 

Wednesday, January 18, 1922 — 1.15 to 4.15 p.m., only 

1. Copy on a typewriter the selection given on the separate 
sheet [210 words to be copied in seven minutes; the work then to 
be collectedly examiner]. [45] 

2. Using the main heading, "Jefferson Savings Bank," and 
the subheading, "Condition at Close of Business, December 31, 
IQ21," arrange the following bank statement in form suitable for 
presentation to the depositors: 

Assets — bonds and mortgages #283,989.37; United States 
Liberty bonds $46,050; railroad mortgage bonds $107,000; 
bankers' acceptances $17,042.89; cash on deposit in other banks 
$19,217.63; cash on hand in bank $8,563.85; total $481,863.74. 
Liabilities — due depositors $438,063.95; accrued interest on 
notes payable $279.50; surplus $43,520.29; total $481,863.74. 
[25] 

3 . Using today 9 s date, type in good form, ready for signature, 
the following letter dictated to you by Arthur S. Hall, sales manager 
of the Penn Linoleum Company of your city: [10] 

Mr. George W. Seymour, 1265 Main Street, City. Dear Sir: 
Now that your new offices are nearing completion, you are, of 
course, planning on a high grade floor covering. Read what the 
president of one of our city banks wrote to us recently: "I like 
the linoleum that covers our floors, because it muffles the sound 



THE TYPEWRITER 117 

of hurrying footsteps and gives to our offices the blessing of 
quietness." Does not that phrase, "the blessing of quietness," 
appeal to you? Would you too not like to enjoy that blessing? 
Our booklet, "Office Floors," containing plates of colors and 
designs, tells how to banish noise and confusion. Write for it 
today. Yours truly, Penn Linoleum Company, Sales Manager. 

4. Make in proper form the invoice for the following transac- 
tion: 

On January 5, 1922, the Randall Furniture Company, dealers 
in office furniture, New York City, sold to Charles E. Moore 
of your city, terms T % ■£$, the following items: 1 roll top desk 
no. 16, $65; 1 filing cabinet no. 108, $45; 2 office chairs no. 207 
at $$, #16; total #126. [10] 

5. Your employer has a reference library for which he has a 
simple card index. He has just added to the library "Modern 
Business Letters," written by George S. Turner and published 
last year by the Standard Book Company. The book has been 
numbered 127. 

Make out three index cards (5" by 5"), one referring to the book 
by title, one by author, and one by subject. [10] 

6. Arrange the following names in strictly alphabetical order: 
Robert R. Gallinger, Harold E. Le May, Donald Wait, 

Charles J. Ohrt, James E. Beecher, Robert R. Lewis, Francis 
St. Gaudens, William De Mott, Frederick McAdoo, John J. 
O'Connell, Ambrose F. Dearborn, Carl Marlow, Glenn A. 
Waite, Robert B. Stewart, James Becker, Raymond S. Galway, 
Roger O'Leary, John M. Maartens, Richard C. Lamaron, 
Donald MacDonald. [10] 

7. Explain the use of each of four of the following parts of the 
typewriter: line space adjusting lever, left marginal release tabular 
stops, back spacer, paper release, ribbon reverse. [10] 



CHAPTER IV 

Tabulation and Arrangement 

1. What is the meaning and purpose of tabulation? 

Tabulation is the proper arrangement of matter in columns 
so that the important parts will stand out boldly enough to 
attract the eye, with as little repetition of titles as possible. 

The finished product must show a compact, simple, and welt 
arranged table. 

2. What should be done before beginning to typewrite an article? 

The entire article should be read and analyzed. Repeated 
matter should be eliminated and reduced to a heading; sub- 
titles must be properly arranged under main heads; and a suit- 
able summarized general title, which will give a clear idea of 
the purpose of the tabulation, must be centered at the head of 
the entire article. Sufficient space should be left between 
columns for ruling vertical lines with pen or pencil, or, by means 
of colons, on the typewriter. 

3. What steps are to be followed in correct tabulation? 

1. Determine a suitable main heading. 

2. Select the repeated statements or words, and reduce these 
to suitable subheads. 

3. With pencil and paper, roughly arrange the figures in the 
proper columns. Set totals if required. 

4. Count the number of points (spaces, punctuation, figures, 
and letters) in the longest item of each column and get the sum 
total of all columns. 

5. Determine the number of spaces to be left between 

118 



TABULATION AND ARRANGEMENT 



119 



columns and allow an odd number of points for each of these 
spaces. 

6. The sum total of numbers found in 4 and 5 will be the 
total number of points to be used across the page in the table. 

7. Subtract the total found in number six from the total 
points in the typewriter scale, and divide by two. The result 
is the figure on the typewriter scale for the left marginal stop, 
and the beginning of the first column. 

8. Set the tabular stops (Underwood) or the self-starting 
stops (Remington) by adding points in each column to the 
spaces between columns. 

9. Count the number of lines in the table and center for 
top and bottom of the page, in order to get suitable upper 
and lower margins. 

10. Center main heads and subheads. Rule vertical lines 
with pencil in the alignment scale notch, or with the colon, and 
make horizontal lines with the underscore or hyphen on the 
typewriter. 

4. Show how you would tabulate the following problem: 



Style 


No. 53 


No. 64 


No. 85 


No. 58 


W 


2 


1 


1 


2 


X 


4 


4 


3 


4 


Z 


7 


6 


5 


7 



Answer 
00 5 



0) 



Total 49 



120 OFFICE PRACTICE AND BUSINESS STYLE 

Numbers in line (a) are points in the longest item of each 
column. Numbers in line (b) represent blank spaces to be left 
between columns. 49 represents the total of the entire width 
of the table (a + b). 

80 (points on Underwood scale) minus 49, divided by two 
equals 15. Set the marginal stop at 15. 

As the tabulation has few lines, allow triple space between 
lines. This makes 13 required lines. Center on page (66 — 13 
-r- 2 = 26). Begin 26 spaces from the top. Set the first 
tabular stop for the second column at 25 (15 for the margin 
plus 5 for column one, plus 5 spaces). Second tabular stop at 
36 (25 plus 6 plus 5). Set the third and fourth stops at 47 and 
58, respectively. Center headings for each column, and type- 
write numbers, leaving necessary spaces before and after each 
number. 

5. Neatly arrange the following book title on a single sheet of 
paper: 

Title page for a book: Gregg Shorthand Dictionary, by John 
Robert Gregg, New and Revised Edition, The Gregg Publishing 
Company, New York, Chicago, Boston, San Francisco, London,, 



TABULATION AND ARRANGEMENT 121 



GREGG 

SHORTHAND 

DICTIONARY 

By 

John Robert Gregg 



New and Revised Edition 



THE GREGG PUBLISHING COMPANY 

New York Chicago Boston San Francisco 
London 



122 OFFICE PRACTICE AND BUSINESS STYLE 

6. Prepare this title page for a book: 

Report of the Commissioner of Education for the year ended 
June 30, 1913. Volume I. Washington, Government Print- 
ing Office, 1914. 

7. Prepare this title page for a book: 

High School Education, Professional Treatments of the Ad- 
ministrative Supervisor, with special reference to American 
conditions; edited by Charles Hughes Johnston, Ph.D., Dean 
of the School of Education, the University of Kansas. New 
York, Charles Scribner's Sons, 191 2. 

8. Using the exact wording given below > prepare a title page 
suitable for an annual report: 

Annual financial and statistical report of the transactions of 
the Board of Education of the City of Boston, Mass., for the 
fiscal and calendar years 1909-1910-1911. 

9. Arrange the following data on a separate sheet as a title page 
for a book: 

Office and Industrial Organization, A Brief Course in the 
Principles of Management, by Algernon Lee, Ph.D., Professor 
of Business Organization in New York University, Author of 
"Business Organization and Management," "Elements of 
Economics," etc. Copyright, 1917. The Beatel Publishing 
Co., New York and Chicago. 

10. On a full sized sheet of paper, arrange the following as a 
title page: 

International Health Board, Fifth Annual Report, January 
I, 1919-December 31, 1919, 750 Michigan Boulevard, Chicago, 
Illinois. 

11. Title page for a book: 

Fifty Famous Stories Retold, edited by William Wadsworth, 
Jr., Professor of English in Williams College. New York, 
Boston, and Chicago, Houghton, Mifflin Company. 



TABULATION AND ARRANGEMENT 123 

12. Arrange the following invitation to guide the printer in 
his set up: 

You are cordially invited to attend the graduating exercises 
of the class of June, 191 5, of the Morris High School, Boston 
Road and 166 St., Bronx, on the evening of June 28, 191 5, to 
be held in the Auditorium of the Morris High School. 



You are cordially invited 
to attend the 

GRADUATION EXERCISES 

of the CLASS of JUNE 1915 

of the MORRIS HIGH SCHOOL 

Boston Road and 166 Street 

on the evening of 

June 28, 1915 

to be held in the 

Auditorium of the Morris High School 



13. Using the exact wording, arrange the following announce- 
ment in good, attractive form on a single page: 

You are invited to attend an illustrated lecture on the Panama 
Canal and its commercial importance to this city, to be given 
by President Schurman of Cornell University, in the auditorium 
of the High School of Commerce, Thursday evening, May 27, 
at 8 o'clock. Admission to adults free. 

14. Make out a bill received by you from Williams o Appleton, 
wholesale wool merchants. Rochester: 

25 yards chinchilla @ #7.50; 20 yards broadcloth @ $7.85; 
45 yards worsted @ $1.25. 



124 OFFICE PRACTICE AND BUSINESS STYLE 

WILLIAMS & APPLETON 

Wholesale Wool Merchants 
M. Rochester, N. Y. 



25 yds. Chinchilla @ 
20 yds. Broadcloth @ 
45 yds. Worsted @ 



#7-5° 
7.85 

1.25 



$187 
157 

56 


So 
00 

25 


$400 







75 



15. Make out an invoice for books bought of John Wanamaker } 
Broadway, New York City, the list to include at least six sets of 
standard works. Make proper extensions. Deduct j% for cash. 

16. As clerk for P. F. Piper, real estate agent, your city, you 
have this day received from R. W . Jupiter $32.50 rent for 
residence 81 Richmond Turnpike for month of June. Make out 
proper receipt. 

17. Arrange the following loss and gain item as the second 
part of a financial statement: 

Losses: Expenses $104.72, furniture and fixtures $27.80, 
freight $35.88, traveling expenses $48.60, rent $62.50, wages 
$192.77. 

Gains: Mdse. discount $32.46. 

18. Show in correct form on an index card 3" x 5", or on paper 
cut to that size, the following book record: 

Samuel R. Wachtel, Principles of Industrial Engineering. 
Appleton, 1921, $2 net. Scientific Treatment of Industrial 
Systems. Valuable for students of accounting. 



TABULATION AND ARRANGEMENT 12; 



WACHTEL, SAMUEL R. 

Principles of Industrial Engineering 
Appleton, 1921, #2.00 n. 

Scientific Treatment of Industrial Systems 
Valuable for Students of Accounting 



19. Your employer has received from James Abbott, Peekskill, 
N. Y. y a letter dated January 12, igi 7. The letter contains 
quotations on Devoe's White Shellac and Dutch Boy White Lead. 
Make out a file card (f x 5") for the letter from Mr. Abbott and 
cross reference cards for each subject. 

20. Set up correctly a letter in skeleton form, using the following 
data and allowing 16 lines for the body of the letter: 

June 8, 1921. Mr. Benjamin Lorber, 412 Audubon Ave., 
New York City. Dear Sir. Very truly yours. 

21. Address an envelope of legal size to Mr. R. C. Leverton, the 
general freight agent of the Lake Shore and Michigan Southern 
Railway, whose office is in Room 1013 of the Equitable Building at 
New York City. 

22. Make a pencil diagram of a postal card approximately 
3\" x S\" an ^ on it C0 Py the following in correct form: 

new haven conn June 15 191 5 messrs knox bros 250 fifth ave 
new york n y gentlemen kindly ship the goods remaining on 
our order of may 20 this week no 683 proved to be a great 
leader very truly yours. 

23. Center the following. (Review rules for centering in the 
chapter on the Typewriter.) 

United States of America. 
Your high school. 



126 OFFICE PRACTICE AND BUSINESS STYLE 

Minutes of meeting of Qui Vive Literary Society, Feb. 15, 
1921. 

Woodrow Wilson. 

New York, N. Y. 

The University of the State of New York. 

M. Morton Stein, Member Board of Education. 

24. Arrange a table -of -contents page allowing twenty chapters, 
chapter numbers at the left in Roman and page numbers at the right 
in Arabic numbers. Center Table of Contents and use Chapter, 
Title, and Page as subheads. 

TABLE OF CONTENTS 

CHAPTER TITLE PAGE 

I Abbreviations 7 

II Addressing 11 

III Usage in Correspondence 15 

IV Typewriting Ribbons 48 

V Care of the Typewriter 51 

VI Commercial Terms 64 

VII Copying from Rough Copy 72 

VIII Filing and Indexing 88 

IX Forms of Address 91 

X General Information 112 

XI Legal Papers 118 

XII Office Appliances 132 

XIII Office Reference Books 148 

XIV Parts of the Typewriter 158 

XV Problems in Arrangement 167 

XVI Postal Information 172 

XVII Problems in the Mechanics of a Letter . . . 195 

XVIII Problems in Tabulation 199 

XIX Stencils 201 

XX Telegraph and Cable 210 



TABULATION AND ARRANGEMENT 



127 



25. Tabulate the follozving exercises. Determine suitable head* 
ings where none are given. Center neatly and compactly on the 
paper: 



w 



SPECIFICATIONS 



No. 


Height 


Width 


Depth 


No. of 

Slides 


Card 
Capacity 


Shipping Weight 


Slides 


Cabinet 


53 


12" 


l" 


24" 


14 


1000 


38 lbs. 


40 lbs. 


64 


15" 


8" 


24" 


15 


1000 


52 lbs. 


52 lbs. 


85 


16M" 


ioy 2 " 


24" 


16 


864 


67 lbs. 


64 lbs. 



(£) " Buffalo Rate on Car Costing $1,200 or less — 

Merchants Stock 

Mutual Companies 

Premium $31.00 $3S-S° 

Operating Expense of Company 30% 45% 

Claims Expense of Company 10% 10% 

Balance in Reserve Fund 60% 45% 

Balance in Dollars 18.60 15-98 

Costs $4.50 less premium. Leaves $2.62 more to pay losses." 



(c) PRICE LIST 

ASBESTOS COPYING BATHS AND COPYING CLOTHS 

Prices subject to change without notice 

Price each 
10 x 12, with one dozen cloths (will hold 36) $10.00 

10 x 14, with one dozen cloths (will hold 75) 12.00 

11 x 15, without cloths (will hold 100) 17.00 

Special 11 x 15, without cloths (will hold 200) 22.00 

12 x 18, without cloths (will hold 100) 25.00 

Special 12 x 18, without cloths (will hold 200) 35-Oo 

P. O. 15 x 19, without cloths (will hold 400) 40.00 

Way Bill size, 16 x 21, from 1 to 10 copies (will hold 400) 45.00 



128 



OFFICE PRACTICE AND BUSINESS STYLE 



(a) BEDROOM SUITES 

Adam Walnut 4 piece Suite 

Adam Walnut 4 piece Suite 

Louis XV Walnut 4 piece Suite 

Sheraton Walnut 4 piece Suite 

Sheraton Enamel 4 piece Suite 

Hepplewhite Walnut 4 piece Suite 

Queen Anne Walnut 4 piece Suite 

Adam Enamel 4 piece Suite 

Hepplewhite Enamel 4 piece Suite 

Hepplewhite Walnut 4 piece Suite 

Hepplewhite Mahogany 4 piece Suite 

Louis XVI Walnut 4 piece Suite 

(e) 1,991,547 Alien-Born Here 

N. Y. City Manhattan 



No. 


1 


No. 


2 


No. 


3 


No. 


4 


No. 


5 


No. 


6 


No. 


' 7 


No. 


8 


No. 


9 


No. 


10 


No. 


11 


No. 


12 



Total foreign-born white 1,991,547 

England 7^404 

Scotland 21,545 

Wales 1,510 

Ireland 203,901 

Norway 24,490 



33>703 
9,092 
3,+67 

23,020 

302 

4,75o 

9,233 



Sweden 

Denmark 

Belgium 

France, including Alsace-Lorraine 

Luxemburg 

Netherlands 

Switzerland 

Germany 103,850 

(/) Incoming Steamships 

Due Today 
Vessel Port 

Curvello Santos 

Canopic St. Michaels . . . 

Vasari Rio de Janeiro . 

Rosalind Halifax 

Turrialba Cristobal 

Fort Hamilton Bermuda 

Zacapa Santiago 



922,080 

29,817 

8,687 

783 

116,513 

3,595 

11,841 

2,942 
2,132 

H,359 

158 
2,164 

4,802 
70,706 



Formerly 
£350 

385 
425 
600 
650 
550 
600 
600 
650 
800 
600 
600 

Bronx 
266,971 
8,624 
2,511 

137 
18,679 

974 

3,108 

797 

234 

2,121 

33 

471 

1,255 

29,683 



Now 

$175.00 
192.50 
212.50 
300.00 
275.00 
275.00 
300.00 
350.00 
375.00 
380.00 
400.00 
375-00 

Brooklyn 

659,287 

25,003 

7,534 
421 

53,557 
17,495 
15,488 

4,201 
726 

3,861 

5i 
1,672 

1,765 
56,749 



Departure 
. . .July 20 
...July 18 
...July 17 
. . .Aug. 2 
...July 28 
...Aug. 3 
. . .July 29 



TABULATION AND ARRANGEMENT 129 

Due Tomorrow 
Vessel Port Departure 
Orbita Southampton July 26 

Due Saturday 
Nieuw Amsterdam Plymouth July 28 

Due Sunday 

Kroonland Southampton July 19 

Santa Luisa Cristobal July 31 

Due Monday 

Old North State London July 28 

La Savoie Havre July 30 

Carmania Queenstown July 31 

Fort Victoria Bermuda Aug. 6 

Philadelphia San Juan Aug. 3 

Due Tuesday 

Columbia Glasgow July 30 

Stavangerfjord Bergen July 30 

(g) Outgoing Steamships 

The hours given below are standard time; for daylight 
saving time add 1 hour. 

Sail Today 

Mail 
Closes 

France, Havre 7:30 a.m. 

Oscar II, Christiania 11:00 a.m. 

Canada, Marseilles 9:30 a.m. 

Argentina, Trieste 9:00 a.m. 

Cauto, Vera Cruz 7:00 a.m. 

Great Falls, Cape Haiti 11:00 a.m. 

Henry R. Mallory, Vera Cruz. . 

Sail Tomorrow 

Latvia, Danzig 9:30 a.m. 

Plow City, Copenhagen 1:30 p.m. 

Tungus, Turks Isle 7:30 a.m. 

Parima, St. Thomas 6:30 a.m. 

Astrea, Cape Haiti 9:00 a.m. 

Advance, Cristobal 12:30 p.m. 

Sail Saturday 
Zeeland, Antwerp 7:00 a.m. 



Vessel 




Sails 


11 


:oo 


A.M. 


2 


:oo 


P.M. 


3 


:oo 


P.M. 


1 


:oo 


P.M. 


11 


:oo 


A.M. 


2 


:oo 


P.M. 


11 


:oo A.M. 


1 


:oo 


P.M. 


3 


:oo 


P.M. 


11 


:oo 


A.M. 


10:00 A.M. 


I 


:oo 


P.M. 


3 


:oo 


P.M. 


11 


:oo 


A.M. 



130 OFFICE PRACTICE AND BUSINESS STYLE 

(h) Hudson River Day Line 

Time Table 

Daylight Saving Time 



North Bound 



New York: 

Desbrosses Street 

W. 42d Street 

W. 129th Street 

Yonkers 

Bear Mountain 

West Point 

Newburgh 

Poughkeepsie 

Kingston Point 

Catskill 

Hudson 

Albany 

e Carries baggage and automobiles, 
t Carries baggage only. 



Daily 
Except 
Sunday 



A.M. 

e8:40 
ec;:oo 
ec;:20 
ec.:5o 
tn:30 
tn:So 

tl2I40 



Thru 
Service 
Daily 



A.M. 
9:00 
9:20 
940 

IO:i5 



fi:20 

2:15 
3:30 

3:50 
6:30 



P'keepsie 
Service 
Daily 



10:00 
10:20 
10:50 
ti2:30 
efi:oo 
ti:40 
1*2:30 



Satur- 
dav 
Only 



P.M. 

1:30 
1:50 
2:iO 
2:40 
t4:20 
t4:50 

t5-40 







Art Metal Cabinets 



Style 

No. 


Description 


Outsic 


e Dimensions 


Inside Clear Dimen- 
sions of Drawers 


Width 


Height 


Depth 


Width 


Height 


Depth 


200 


2-dr. V. L. Widesection 


32 


12.94 


18 


12 


ioY 2 


16 


201 


Same as Style 200 


32 


12.94 


18 


12 


\oY 2 


16 


200-B 


2-dr. V. Bill Widesection 


32 


12.94 


18 


10 


ioY 2 


16 


201-B 


Same as Style 200-B .... 


32 


12.94 


18 


10 


ioY 2 


16 


202 


2-dr. V. Cap Widesection 


32 


12.94 


18 


I5A 


10H 


16 


203 


Same as Style 202 


32 


12.94 


18 


i5re 


10M 


16 


204 


2-dr. V. Ledger Sheet 
















Widesection 


32 
32 


15-13 
15-13 


18 


12M 
12M 


i2ri 


16 


205 


Same as Style 204 


18 


i*tt 


16 


2200 


2-dr. V. L. Widesection. . 


32 


12.94 


24A 


12 


ioj^ 


22 


2201 


Same as Stvle 2200 


32 


12.94 


2 4t6 


12 


10Y 


22 


2 200-B 


2-dr. V. Bill Widesection 


32 


12.94 


24T6 


10 


10Y2 


22 


2201-B 


Same as Style 2200-B. . . 


32 


12.94 


2 4t6 


10 


10Y 


22 


2202 


2-dr. V. Cap Widesection 


32 


12.94 


24it 


I5T6 


10M 


22 


2203 


Same as Style 2202 


32 


12.94 


24A 


I5T6 


10M 


22 



TABULATION AND ARRANGEMENT 



131 



(;) FINANCIAL 

STOCK TRANSACTIONS 

Close High 

Ajax Rubber 20 20 

Allied Chem 34^ 35 

Allied Chem. pf xx8$ X84 

Am. Chicle xxis 1 /^ n^< 

Am. Drug Syn 4^ \V% 

Am. Int. Corp 28% 28^ 

Am. Locomotive 83^ 83 

Am. Safety R 3% 3 7 A 

Am. Steel F 25% 25^ 

Am. Sugar 62^ 62 

Am. Sum. Tob 443^ 44 

Am. Tobacco 118 117% 

Am. Tobbaco "B" 117^ u6?4 

Am. Woolen 67% ^7/4 

Asso. Oil 97 97I/8 

Atchison 84^ 84% 

At. G&W. I 21 20X 



Low 

20 

34K 

84 

4^ 
27K 
82^ 

3K 

hH 

43^€ 
117^ 
116K 

66H 

97 l A 

84 

20j< 



(£) Hunter College 

opens its 

Bronx Extension Center 

at the 

Morris High School 

Boston Road and 166 Street 

There will be twenty sessions for each course, beginning 

Saturday, January 31 



Course 


Hours 


Instructor 


Elementary Stenography 


10:20-11:40 


Mr. Brand 


Intermediate Stenography 


9:00-10:20 


Mr. Strumpf 


Elementary Typewriting 


11:40- 1:00 


Mr. Brand 


Advanced Typewriting 


10:20-11:40 


Mr. Strumpf 


Methods in typewriting 


9:00-10:20 


Mr. Brand 


and office practice 







132 OFFICE PRACTICE AND BUSINESS STYLE 

(«) SPRINGFIELD INSTITUTION FOR SAVINGS 

SPRINGFIELD, MASSACHUSETTS 

Report of School Savings 

io Machines installed Sept. 15, 1920 
14 additional Machines installed March 1, 1921 



Dates 


Collections 


No. of 
accounts 
opened 


Amount of 
accounts 
opened 


No. of 
folders 
cashed 


Amount of 
folders 
cashed 


Sept. 15 to 
Nov. 1, 1920 


$2,870.46 


134 


$299.64 


125 


$192.92 


Nov. 1 to 
Dec. 1, 1920 


2,696.65 


192 


645.58 


182 


364.89 


Dec. 1, 1920 to 
Jan. 1, 1921 


1,748.01 


213 


692.59 


602 


1,276.06 


Jan. 1 to 
Feb. 1, 1921 


1,47142 


228 


706.47 


169 


323-58 


Feb. 1 to 












Mar. 1, 1921 


1,107.12 


137 


485.14 


136 


259.05 


Mar. 1 to 
April 1, 1921 


3,160.00 


305 


787.80 


270 


527.39 


April 1 to 
April 16, 192 1 


2,111.56 


201 


576.80 


152 


270.65 


Total 


$15,165.22 


1410 


$4,194.02 


1636 


$3>2i4.54 



26. Arrange the following in tabular form: 

The month's figures of imports and exports for September, 
1920, are given as follows: Imports from Europe in 1920 
amounted to $91,948,291, and in 1919, $90,932,806; from 
North America in 1920, $105,545,270, and in I9I9,$io6,488,709; 
and from South America in 1920, $62,499,922, in 1919, $94,- 
086,478; the total in 1920 being $259,093,483 and in 1919, 
$290,607,993. 



TABULATION AND ARRANGEMENT 133 

Exports to Europe in 1920 amounted to $313,412,925, and 
in 1919, $360,456,511; to North America in 1920, $168,531,790; 
in 1919, $125,935,549; and to South America in 1920, $54,- 
447,362, in 1919, $32,164,774; totals for 1920 being $536,- 
392,077, and for 1919, $518,556,834. 

Answer 

Comparative Table of 

Imports and Exports for 1919-1920 

Imports 

1919 1920 

Europe $90,032,806 $91,048,291 

North America 106,488,709 105,545,270 

South America 94,086,478 62,499,922 

Total $290,607,993 $259,093,483 



Exports 

Europe $360,456,511 $313,412,925 

North America 125,935,549 168,531,790 

South America 32,164,774 54,447,362 

Total $518,556,834 $536,392,077 



27. Supplying a suitable heading and all the necessary totals, 
arrange the following data, including totals, in tabular form on a 
single sheet of paper: 

The Empire State Hat Company conducts stores in New 
York, Albany, Syracuse, Rochester, and Buffalo. The sales 
for these stores for the week ending March 16, 191 8, were re- 
ported as follows: #3 Derby hats: New York, 210; Buffalo, 
145; Rochester, 105; Syracuse, 96; Albany, 80. #4 Derby 
hats: New York, 170; Buffalo, 92; Syracuse, 90; Albany, 85; 
Rochester, 64. #3 Fedora hats: New York, 860; Buffalo, 535; 



134 OFFICE PRACTICE AND BUSINESS STYLE 

Rochester, 251; Albany, 215; Syracuse, 198. #4 Fedora hats: 
Buffalo, 410; New York, 360; Albany, 232; Syracuse, 227; 
Rochester, 219. 

28. Using the main head "Record of Tire Stock on Handy" 
supply suitable subheads and arrange the follozving data in tab- 
ular form on a single sheet of paper. 

On December 31, 1918, the stock clerk of the Niagara Tire 
Co., 165 Hepburn St., Buffalo, N. Y., reports the following 
inventory: 

Size 30 x 3: Archer plain 10, non-skid 8; Monarch plain 16, 
non-skid 9; total plain 26, non-skid 17. 

Size 32x3: Archer plain 28, non-skid 30; Monarch plain 40, 
non-skid 22; total plain 68, non-skid 52. 

Size 30x3^: Archer plain 19, non-skid 33; Monarch plain 
26, non-skid 17; total plain 45, non-skid 50. 

Size 31 x 3^: Archer plain 8, non-skid 27; Monarch plain 30, 
non-skid 20; total plain 38, non-skid 47. 

Size 32 x 3J: Archer plain 36, non-skid 25; Monarch plain 
19, non-skid 10; total plain 55, non-skid 35. 

29. Tabulate the following on a single sheet of paper: 

ADDITIONS TO THE TERRITORY OF THE UNITED STATES 
FROM l800 TO I90O 

Louisiana containing 875,025 square miles was purchased 
in 1803 for $15,000,000. Florida, purchased in 1819 for $5,- 
499,768, has an area of 70,107 square miles. Texas was ac- 
quired in 1845 and was an admission of 389,795 miles to our 
territory. In 1846 Oregon Territory was acquired with an 
addition of 288,689 square miles. The Mexican Cession of 
532,802 square miles was bought in 1848 for $18,250,000. The 
Purchase from Texas was made in 1850 for the sum of $10,000,- 
000. Acquisition of 36,211 square miles was secured in 1853 



TABULATION AND ARRANGEMENT 135 

by the Gadsden purchase for the sum of #10,000,000. Alaska 
was bought in the year 1867, Wltn an area °f 599>446 square 
miles, for $7,200,000. The Hawaiian Islands having an area 
of 6,740 square miles was acquired in 1897. In 1898, Porto 
Rico having an area of 3,600 square miles was acquired. 
Isle of Pines (W. Indies) was acquired in 1898 containing 882 
square miles. In 1896 the U. S. acquired Guam, an area of 175 
square miles. In 1899 the Philippine Islands were purchased, 
an area of 143,000 square miles, for $20,000,000. The Samoan 
Islands were acquired in 1899 and made an addition of 73 
square miles to our territory. In 1901 the additional Philip- 
pines, an area of 68 square miles, was purchased for the sum 
of $100,000. The total of the additions to our territory are 
2,937,613 square miles for which $87,039,768 was paid. 

30. Using the head, "Fourth Weekly Report by the Federal 
Reserve Board," arrange the following data under proper subheads 
in tabular form, on a single sheet of paper. Add as a footnote, 
"All amounts are given in even thousands" 

The following is the Fourth Weekly Report by the Federal 
Reserve Board on Debits to Individual Accounts in the New 
York District: 

Albany: Sept. 4, $14,485, Sept. II, $15,563; Binghamton: 
Sept. 4, $1147, Sept. 11, $2623; Buffalo: Sept. 4, $47,253, 
Sept. 11, $55,276; New York: Sept. 4, $2,997,636, Sept. 11, 
$3,512,698; Passaic: Sept. 4, $2788, Sept. 11, $3385; Roches- 
ter: Sept. 4, $19,835, Sept. 11, $19,992; Syracuse: Sept. 4, 
$10,575, Sept. 11, $7233. Totals: Sept. 4, $3,094,719, Sept. 
11, $3,616,770. 

31. Set up the following in tabular form: 

A grand musical festival of five splendid free concerts, a fit- 
ting climax to our public lecture season, will be given on Mon- 



136 OFFICE PRACTICE AND BUSINESS STYLE 

day, May 17 at 8:15 p.m., at the Washington Irving H. S. at 
Irving Place and 16 Street. On Tuesday, a concert will be 
held at De Witt Clinton H. S. at 59 St. and 10 Ave. at 8:15 p.m. 
On Wednesday, May 19, it will be given at 8:15 p.m. at the 
Brooklyn Training School for Teachers, at Park Place, near 
Nostrand Ave., Brooklyn. On Thursday, at 8:15 p.m. a 
concert will be held at Morris High School, at 166 St. and 
Boston Road, the Bronx. Friday, the 21, the last concert 
will be held at 8:15 at the Wadleigh H. S. at 115 St., near 

7 Ave. 

32. Tabulate the following payroll, finding the total hours and 
total wages for each workman and the total payroll. Call it 
"Pay Roll of The John Hancock Wrecking Company for the 
zveek beginning March 12, 1921": 

March 12: Frank Row, 9 hrs.; John Brown, 9 hrs.; William 
Jones, 8^ hrs.; James Stone, iof hrs.; Arthur Black, 9 hrs.; 
Bert Smith, 7! hrs.; Henry Duffy, 8 J hrs.; Samuel Weiss, 

8 hrs.; Walter Price, 9! hrs.; William Burke, 8| hrs.; Charles 
Levine, 7 hrs.; Harry Hill, 9 hrs.; Frank James, g\ hrs.; Joe 
Bloom, 9 hrs. 

March 13: Row, 8| hrs.; Jones, io| hrs.; Stone, 9 hrs.; 
Black, 9 hrs.; Smith 8 J hrs.; Duffy, 9 hrs.; Weiss, <)\ hrs.; 
Price, 8 hrs.; Burke, 5^ hrs.; Levine, 10 hrs.; James, 9! hrs.; 
Hill, 10J hrs.; Bloom, 12 hrs. 

March 14: Jones, 9 hrs.; Row, 9 hrs.; Stone, 8 J hrs.; 
Black, 9 hrs.; Brown, 11 hrs.; Duffy, 9 hrs.; Burke, 8 hrs.; 
Smith, 8f hrs.; Price, 1 1 J hrs.; Bloom, 7 J hrs.; Levine, 9^ 
hrs.; James, 8 hrs. 

March 15: Levine, 9 hrs.; James, gl hrs.; Stone, 9 hrs.; 

Duffy, 7 hrs.; Row, 8| hrs.; Brown, *j\ hrs.; Black, 9 hrs.; 

Smith, 11 hrs.; Weiss, 9! hrs.; Price, 8f hrs.; Burke, 9 hrs.; 
Hill, 10 hrs.; Bloom, n| hrs. 



ROMAN 


Extended : 


: Indented 


I : 


I 


II 


: II 


III 


: III 


IV 


: IV 


DCL 


: DCL 


MCMXXI 


: MCMXXI 



TABULATION AND ARRANGEMENT 137 

33. Copy the following tabulation: 

METHOD OF ARRANGING ARA'BIC AND ROMAN NUMBERS 
ON THE TYPEWRITER 

ARABIC 

12. 1 

IO3.5I 
31,600.01 

IOO. I 
I,92I.OO 
2,108.20 

34. Arrange in proper columns the following exercise: 

The Girard National Bank, Joseph Wayne, Jr., President, 
Evan Randolph, Vice-President, Chas. M. Ashton, Cashier, 
A. W. Pickford, Assistant Cashier, Alfred Barrett, Assistant 
Cashier, Philadelphia, Pa., June 30, 1916. Resources: Loans 
and investments, $46,929,810.16, customers' liability under let- 
ters of credit, $93,618.76, customers' liability account of ac- 
ceptances, $518,056.00, due from banks, $8,259,991.26, exchange 
for clearing house, $2,565,866.72, cash and reserve $11,615,- 
942.78; total $69,983,285.68. Liabilities: Capital, $2,000,- 
000.00, surplus and profits, $4,897,545.40, circulation, $1,- 
078,000.00, letters of credit issued to customers, $93,618.76, 
acceptances based on imports and exports, $518,056.00, de- 
posits, $61,396,065.52; total, $69,983,285.68. 

35. Using the head (i Computation of Income Tax of Domestic 
Corporations" arrange on a single sheet of paper the following 
statement: 

computation of income tax of domestic corporations gross 
income: business $275,000; dividends, domestic corporations, 



138 OFFICE PRACTICE AND BUSINESS STYLE 

$15,000; interest on liberty bonds (taxable) $5,000; Rents 
$5,000. Total $300,000. Less deductions: Expenses of busi- 
ness $30,000; dividends $15,000; expenses, rented property 
$1,000; depreciation $4,000, total $50,000, Net income sub- 
ject to war excess profits tax $250,000, less credits interest on 
liberty bonds $6,000; war income tax $101,600; miscellaneous 
$2,000, total $108,600. Income subject to tax at 12% 
$141,400. 

36. Using a suitable head, tabulate on a single sheet of paper 
the comparative financial statement of James C. Leslie as given 
below: 

Assets for 1918: Cash $6782.65; Furniture and Fixtures 
$835; Merchandise $19,650; Accounts Receivable $21,587.50; 
Total Assets $48,855.06. Liabilities for 1918: Accounts Pay- 
able $225,372; Total Liabilities $25,372. Net Worth for 1918: 
$23,483.07. Assets for 1919: Cash $4372.50; Furniture and 
Fixtures $751.50; Merchandise $21,165; Accounts Receivable 
$23,742.25; Notes Receivable $2000; Total Assets $52,031.25. 
Liabilities for 1919: Accounts Payable $24,793.75; Notes 
Payable $15,000; Total Liabilities $26,293.75. Net Worth 
for 1919 $25,737.50. Assets for 1920: Cash $5837.32; Furni- 
ture and Fixtures $668; Merchandise $20,436; Accounts Re- 
ceivable $25,160.15; Notes Receivable $1000; Delivery Equip- 
ment $1500; Total Assets $54,611.47. Liabilities for 1920: 
Accounts Payable $26,378.40; Notes Payable $1000; Total 
Liabilities $27,378.40. Net Worth for 1920: $27,232.07. 

37. Arrange and tabulate the following: 

According to the census of 1900, the populations of the states 
named were divided as follows: New York, whites 7,156,881, 
negroes 99,232, Chinese 7170, Japanese 354, Indians 5257; 
Pennsylvania, whites 6,141,664, negroes 156,845, Chinese 1927, 



TABULATION AND ARRANGEMENT 139 

Japanese 40, Indians 1689; Massachusetts, whites 2,769,764, 
negroes 31,974, Chinese 2968, Japanese 53, Indians 587; Con- 
necticut, whites 892,424, negroes 15,226, Chinese 599, Japanese 
18, Indians 153; New Jersey, whites 1,812,317, negroes 69,844, 
Chinese 1393, Japanese 52, Indians 63; Delaware, whites 
153,977, negroes 30,697, Chinese 51, Japanese 1, Indians 9; 
Maryland, white 8952,424, negroes 235,064, Chinese 544, Japa- 
nese 9, Indians 3. 

38. Arrange and tabulate the following: 

Annual losses by fire in the United States were as follows: 

1900, property loss #160,929,805, insurance loss $95,403,650; 

1901, property loss #174,160,680, insurance loss $106,680,590; 

1902, property loss #161,488,355, insurance loss #945775,045; 

1903, property loss $145,302,155, insurance loss #87,900,000; 

1904, property loss #230,520,131, insurance loss #138,314,212; 

1905, property loss #165,221,650, insurance loss #109,236,420; 

1906, property loss #444,326,124, insurance loss #278,732,270; 

1907, property loss #214,000,000, insurance loss #128,000,000. 

39. Arrange the following subject matter under suitable titles 
in tabular form: 

State Officials Having Authority In Insurance Matters. 
Connecticut, John R. Nicholson, Hartford, Insurance Commis- 
sioner. Indiana, Herbert Blakely, Auditor of State. Massa- 
chusetts, Fred L. Harding, Boston, Commissioner of Insurance. 
Michigan, Milton C. Gray, Lansing, Deputy Insurance Commis- 
sioner. New York, William F. Lamont, Superintendent of 
Insurance. Ohio, C. M. Bailey, Columbus, State Auditor. 
Pennsylvania, Edward H. Dewitt, Harrisburg, Insurance 
Commissioner. Vermont, W. Guy Culloch, Morrisville, 
Secretary of State; Eugene J. Conkling, Montpelier, State 
Treasurer, 



i 4 o OFFICE PRACTICE AND BUSINESS STYLE 

40. Assuming that your employer has received the form below 
which must be returned with his quotations, copy it and fill in the 
quotations given: 

Request for Quotations 

(Date) 
Mr. J. D. Adams 

Purchasing Agent 

General Trust Company 
New York City 

Sir: 

Replying to your inquiry we quote you as follows: 

Quantity Description Unit Price 



(Signed)- 

By- 

Estimates not returned 
within 24 hours cannot 
be considered 



Quotations: 50 ft. leather belting, f in., #.048 per foot; 400 ft. 
belt lacing, \ in., $.80 per 100 feet; 200 ft. belt lacing, f in., 
$1.34 per 100 feet; 100 ft. leather belting, 2 in., YZL, #.273 per 
foot; 54 ft. leather belting, 7! in., single ply, $.753 per foot; 42 ft. 
binding, 7 in. x 5 in., double thick #2.069 P er f° ot ? 5 bales cotton 
waste, white, TXM, #.n per pound. 



CHAPTER V 
Filing and Indexing 

i 

(a) What is meant by filing? State three requirements of a 
good filing system. 

(a) Filing is the systematic arrangement of papers so that 
they may be easily found. 

(b) I. Correspondence can be put away rapidly. 

2. Correspondence can be found quickly. 

3. Papers can be kept together. 



(a) What is the oldest orderly arrangement of papers? (J?) De- 
scribe it. 

(a) The Nail or Spindle File. 

(b) This consists of a sharp, pointed, steel rod screwed into 
a base. Papers to be retained are forced over the pointed 
spindle, one on top of another as received, regardless of cor- 
respondents' names or subject matter. 

3 

Is this the method of filing now in use in a modern business 
house? Give reasons. 

Not to a great extent. 

It is used as a temporary makeshift for keeping papers 
which are not of much value, or until certain facts on those 
papers are checked up or verified. It is also used by some 
professional men or by old-fashioned shopkeepers who as a rule 
do not expect to refer to the papers again. 

141 



142 OFFICE PRACTICE AND BUSINESS STYLE 

4 

Mention five objections to the use of the spindle. 

i. The papers get torn. 

2. They are difficult to find. 

3. They accumulate dust. 

4. They take up too much space. 

5. Loosened papers easily get lost. 



{a) What device removes these objections? (b) Explain what 
this is, 

(a) The Box File. 

(b) This is a large box of heavy cardboard or thin wood 
shaped and opened like a book. Within the box are manila 




leaves with alphabetic or numbered tabs fastened to the right 
edge. The letters to be filed are kept alphabetically or nu- 
merically between these sheets and can thus be easily found. 



FILING AND INDEXING 



H3 



When the box is not handled it rests on its edge, like a book, 
on a shelf or desk top. 



Give three reasons why the box file is not used for a large volume 
of correspondence. 

1. If the letters of a correspondent are too numerous they 
will require a number of boxes. 

2. Letters may easily fall out of the box. 

3. Boxes fill up so rapidly, that new ones must be added con- 
stantly. 

7 

(a) What method is used to overcome the disadvantage of the 
box file? (b) Describe it. 

(a) The Loose Sheet 
Drawer. 

(b) This consists of a 
wooden drawer which, to- 
gether with a number of 
similar drawers, makes up 
stacks of cabinets growing 
in proportion to the size of 
the correspondence. Within 
the drawer is an index similar to that of the box file, between 
the leaves of which the letters are placed. A heavy wire 
spring clasp keeps the letters firm in the drawer. On the 
front of the drawer is fastened a labeled card showing exactly 
what papers are found within the drawer. 




LOOSE SHEET DRAWER 



(a) Name a method of filing which is an improvement over the 
Loose Sheet Drawer, (b) Describe. 

(a) The Shannon File. 

(b) The Shannon File is a board at one end of which are 




144 OFFICE PRACTICE AND BUSINESS STYLE 

fastened two arches which may be opened laterally. At the 
bottom of the board is an additional attachment called a per- 
forator which makes holes near the top edge of the letter to 

be filed, and as wide apart as the spin- 
dles of the arches. Index sheets of 
different lengths opening upward over 
the arches and printed with any de- 
sired index are purchased with this 
file. These sheets separate the papers 
of the various correspondents. 

W - 

^B What procedure would you follow in 

„^gj^| filing a letter on a Shannon File? 

piP^ i. Perforate holes at the top and 

*■*"" far enough to the right of the letter, 

SHANNON FILE . 

not to cover the index. 

2. Raise all the index sheets, turning them back over the 
arches until the desired index sheet ^s wanted. 

3. Open the arches by turning them sidewise. 

4. Place the perforated letter on the spindles. 

5. Bring back the open arches into position. 

6. Turn down the index sheets to the original position. 



10 

{a) What are the advantages and (b) the disadvantages of the 
Shannon File? 

(a) 1. Papers cannot be lost because they are fastened firmly 
and held in place by the arches. 

2. The file can be carried about from place to place and re- 
ferred to as desired. 

3. The Shannon Board may be made part of a drawer which 



FILING AND INDEXING 



HS 



in turn may be part of a large cabinet of drawers; these are 
allowed to grow with the correspondence. 

(b) i. Time is lost in placing letters on the file. 

2. It cannot be used where the correspondence is large. 



ii 



What must be done when correspondence becomes too bulky? 
As soon as the correspondence of a drawer becomes too 




SHANNON TRANSFER CASE 



bulky, or when correspondence becomes antiquated, it is re- 
moved and transferred to Shannon Transfer Cases which are 
kept on readily accessible shelves. 



146 OFFICE PRACTICE AND BUSINESS STYLE 

12 

(a) What are the two fundamental systems of filing? (b) Ex- 
plain each. 

(a) The Flat and Vertical. 

(b) By flat filing is meant the putting away of papers so 
that they lie flat. The spindle, box file, loose sheet drawer, and 
Shannon file are examples. 

By the vertical system of filing is meant the putting away 
of papers so that they stand on edge. 

13 

What equipment is absolutely essential for any system of verti- 
cal filing? 

1. One or more cabinets consisting of at least four drawers, 




COMPRESSER 



correspondence or legal size, 22 inches deep, one on top of 
another. 

2. Guides, folders, compresser or follower block, and a rod 
to keep the guides from being disarranged in the drawer. 



FILING AND INDEXING 



147 



Explain what guides, folders, and compresser blocks are and 
how used. 

Guides are stiff manila or press-board sheets cut to size with 
extensions of different cuts, called tabs. These are made to 
fit the drawer of the filing cabinet. The tabs bear any index 




GUIDES 



desired. Guides may have a rod projection, called a check 
sorter with an eyelet through which the rod is pushed in order 
to hold the guides in place. 

Folders are manila sheets in which are placed all the papers 
to be filed. They may be plain, full one cut extension, or 
tabbed to any cut. 

Compresser blocks are wood or steel blocks standing on edge 



148 



OFFICE PRACTICE AND BUSINESS STYLE 



along the width of the cabinet held firmly in position by a rod 
running through the entire length of the drawer, front to rear. 
They keep all folders and guides in an upright position. 




15 

What is meant by indexing? 

By indexing we mean the labeling of guides so that corre- 
spondence may be readily found. This may be done either by 
name, number, or location. 



16 

What kind of guides are supplied by manufacturers? 

Guides of any cut may be purchased either in blank to meet 
the needs of a particular business, or they may have a printed 
stock index for the same kinds of business. 



FILING AND INDEXING 



17 



149 



{a) Name the different kinds of folders, (b) Describe each 
briefly. 

1. Straight edge folder. 

2. Tab folder. 

3. Expansion folder. 

4. Binder folder. 

A straight edge folder is one in which the edges of the front 
and back flaps are of the same height. 




BINDER FOLDER 



A tab folder is one in which the back flap has a projection 
tab of the same material or of metal on which some form of 
index is written or printed. 

An expansion folder has telescope folds at the bottom and 
sides to allow for the spreading of the front and back flaps 
to accommodate more records. 

The binder folder has a fastener attached to the back flap to 
keep papers firmly attached to the folder in order to prevent 
their falling out, when the folder is carried from place to 
place. 



ISO 



OFFICE PRACTICE AND BUSINESS STYLE 



18 

What is meant by (a) a fifth cut, (b) one-half cut. 

(a) When the upper extension of a guide card is equally 
divided into five parts, four of which have been cut off so that 
the next succeeding projecting tab is immediately to the right, 
and easily visible when placed behind the preceding one, each 
tab is known as a fifth cut. 

(b) When the upper edge of a guide card is equally divided 
into two parts, one of which has been cut off so that the next 
succeeding projecting tab is immediately to the right and vis- 
ible when placed behind the preceding one, each tab is known 
as one-half cut. 

19 

Draw a diagram illustrating the different cut cards. 




CUT CARDS 



20 



What is an out guide and when is it used? 

An out guide is a colored card upon the projecting tab of 
which has been printed the word "out" showing that the folder 



FILING AND INDEXING 



151 



belonging there has been taken out by someone for temporary 
use or reference. The name of the user and the date when it 
has been taken should appear on the last line of the out guide 



T 






u- 



OUT GUIDE 



card. When the folder is returned the out guide is removed 
and the name is checked. 



21 

When is a substitution card used instead of an out guide? 

When a particular letter is taken out of a folder the substi- 
tution card takes its place and shows by whom the letter has 
been taken. This is checked as soon as the letter has been 
returned. Substitution cards are generally of colors other than 
the stationery. 

22 

(a) When is a cross reference sheet made out? (b) How is it 
used? 

(a) A cross reference sheet is made out when information 
bearing upon a certain topic is found in two different parts of 
the filing cabinet. 

(b) It is placed in the folder to refer the searcher to another 
folder for material bearing upon the same topic. 



152 OFFICE PRACTICE AND BUSINESS STYLE 

23 
Name the different methods of indexing guides under vertical 
system. 

I. Alphabetic 2. Numerical 3. Geographical 

4. Automatic 5. Topical or Subject 6. Chronological 

24 

Briefly describe the alphabetic method. 

The alphabetic method (sometimes called the direct ref- 
erence method) has guides indexed alphabetically and folders 
for the correspondence behind the guides. All papers are filed 
alphabetically according to subject or correspondent's n?me 
in the folders and behind the guides. 

25 
(a) What card equipment is needed for numerical filing? 
(b) State the information which may appear on the index cards. 

(a) In the correspondence drawer, guide cards numbered in 
tens or twenties (both being standard numbering) are needed. 
Correspondence folders consecutively numbered are required 
for the guides. You must also have a card index drawer in 
which are placed the correspondents' cards arranged alpha- 
betically. In the upper left or right corner of each card is 
noted the number of the folder containing that person's papers. 

(b) In addition to the name, address, and file number of 
the correspondent, the index card may have his financial worth, 
credit standing, by whom recommended, size of first order, pay- 
ment delinquencies, names of firm members, etc. 

26 

(a) What is the procedure when a correspondent* s name does 
not appear in the card index drawer? (b) In the case of an old 
correspondent? 

(a) A card must be filled out bearing his name and other de- 
sired information and the next unassigned number entered on 



FILING AND INDEXING 



153 



I cOis- 



Mucelkneous (older (or 
correspondence always i 



_f\ Adams Ernest R. > 



jalwayi in fifth position. 




L. B. DIRECT ALPHABETIC INDEX 



154 OFFICE PRACTICE AND BUSINESS STYLE 



Guides numbered by 20's in five 
positions with even hundreds always 
in first position 



, .»Bft1. 



Individual folders numbered consecu- 
tively for active correspondence 




NUMERIC CORRESPONDENCE FILE 



FILING AND INDEXING 155 

this card. A folder bearing the same number as that on the 
card must then be made out for his correspondence, and all 
subsequent correspondence noted with this number. 

(b) To find the folder of an old correspondent, the card index 
must be looked up and the number entered on the letter. 

(a) How is the danger of misplacing correspondence in numeric 
filing overcome? (b) Explain. 

(a) Direct Alphabetic Filing is employed. 

(b) This means that the guides are indexed alphabetically 



Bi-Bri 3\ 

'to Brn> N 




Ba-Be AM^^JL 

lt/% Rhl V 1 ■ . 1. I ft f ' . ■■ 1. ( • J » 



do Bh> 



T^ 



DIRECT ALPHABETIC GUIDES 

as well as numerically, — each guide bearing a number as well 
as a letter, as: Ai, Bu 7, so that folders are found alphabeti- 
cally and returned to the cabinet numerically. 

28 
(a) Is a StraightNumeric System ever employed to the exclusion 
of all other systems? (b) Give reason for your answer, (c) How 
is the correspondence of an occasional writer kept? 

(a) No. 

(b) Even when a Straight Numeric System would be desired 
it cannot be employed where letters of correspondents are too 
few to permit of an individual folder. 

(c) A miscellaneous folder, in which are kept alphabetically 
the letters of such correspondent, is used until his correspond- 
ence becomes regular and frequent. An individual folder is 
then made out. 



156 



OFFICE PRACTICE AND BUSINESS STYLE 



29 

{a) What are the advantages of the numeric system? 

1. It admits of easy and compact cross-referencing on cards 
filed in strict alphabetic order. 

2. All papers on one topic can be left together in one folder. 





263 


Bollnan, P. If., Cutler 





















































































NUMERIC CARDS 



3. There is very little danger of misfiling. 

4. It allows for natural growth without discarding old 
equipment. 

30 

(a) Give a jew instances zvhere numeric filing could be advan- 
tageously employed. 

1. Filing numbered copies of orders, statements, telegrams, 
or prescriptions. 

2. Information pertaining to policy holder's records in in- 
surance companies. 

3. Real Estate operators' or stock brokers' transactions. 



3i 

(a) When is the geographical method of filing used? (b) Name 
the different kinds of geographic filing. 



FILING AND INDEXING 



157 



Miscellaneous folder lot town* not 
separately guided always in last 




GEOGRAPHIC AND TOWN FILING 



158 



OFFICE PRACTICE AND BUSINESS STYLE 



(a) I. This method is frequently employed where a knowl- 

edge of what goes on in a particular locality is es- 
sential. 

2. Where the correspondence comes from different lo- 
calities of a country. 

3. Where the customers of a firm are grouped by ter- 
ritories. 

(b) There are three kinds of geographic filing. 

I. The state and alphabetic system. 




STATE ALPHABETIC SYSTEM 



2. The state and town system. 

3. The straight town system. 



32 

Explain the equipment necessary for each of these geographic 
divisions. 

1. State and alphabetic — state guides, one set of alpha- 
betic guides for each state, miscellaneous folder for each 
guide. 

2. State and town — town guides for each state, miscel- 
laneous folder for each town and a guide for each state. 

3. Straight town — set of alphabetic guides, folder for each 
town, miscellaneous folder for each guide. 



FILING AND INDEXING 159 

33 

{a) Give four advantages, and (b) three disadvantages of the 
geographical method of filing. 

Advantages: 

1. Definite information can be obtained with regard to 
certain localities. 

2. The weakness or strength of advertising media in cer- 
tain districts can easily be determined. 

3. Records may be kept of salesmen moving in particular 
localities. 

4. Where the business involves correspondence on a large 
scale, this method is valuable. 

Disadvantages: 

1. Two or three sortings of letters must be made before 
letters can be filed. 

2. Not only the name of the correspondent but also his 
state or town address must be known, before letters 
can be filed. 

3. No geographic filing is complete without some form of 
the alphabetic. 

34 

(a) What is meant by the automatic system of filing? (b) How 
are guides indexed? 

(a) The automatic system is a combination of the alphabetic 
and the numeric in such a way that one form will automatically 
check the other. 

(b) Under this system of filing the alphabet is divided into 
forty parts, each part receiving one or more of the numbers 
from one to forty. Guides are alphabetized and numbered in 
accordance with this division. A condensed chart called a 
key on which this indexing is used is placed before all the 
guides. When a person consults the key he can instantly 
find the guide card behind which the folder has been filed. 



i6o 



OFFICE PRACTICE AND BUSINESS STYLE 



35 
{a) Show by diagram the key card under the automatic system, 
(b) Using the name Joseph Davis, show how you would file his 
correspondence. 



(a) 
A 



K-L 



AUTOMATIC FILING SYSTEM 
C D E F G 



H 



I-J 



Aa i 


Bb 3 


Ca 6 


Da 9 


Ea ii 


Fa 12 


Ga 13 


Ha 15 


la 18 


Am 2 


Be 4 
Bi 5 


Ch 7 
Co 8 


Di io 






Go 14 


He 16 
Ho 17 


Ja 19 



M 



N-0 P-Q 



R 



S T-U-V WXYZ 



Ka 20 


Ma 23 


Na 26 


Pa 28 


Ra 30 


Sa 32 


Ta 36 


\Va38 


La 21 


Me 24 


Oa 27 


Qa 29 


R03: 


Se 33 


U-V37 


Wi 39 


Li 22 


Mo 25 








S1T134 
St 35 




XYZ40 



Lower chart. 



GIVEN AND FIRM NAME KEY 






1 


2 


3 


4 


5 


6 


7 


8 


9 


Single Names or 
subject 


A-B 


C 


D-E 


F-G 


H-I 


J-K 


L-M 


N-S 


T-Z 



(b) Consult chart which tells us that Da (see upper chart), 
is 9 and J (see lower chart) is 6, which gives the number 96. 
This number appears on the folder when papers are filed. We 
have this number check as well as the alphabetic location. 



FILING AND INDEXING 



161 



36 
What is meant by topical or subject filing? 
Subject filing means keeping all correspondence relating to the 
same topic behind the same guide, indexed by subjects. These 

[Gray #.u/&\ 

fat/r&jj^ J LINENS JL 




SUBJECT FILE 



subject guide cards are filed alphabetically and all correspon- 
dence relating to the same subject can be readily found. Lacn 
subject may be further subdivided alphabetically or numerically. 



l62 



OFFICE PRACTICE AND BUSINESS STYLE 



37 

State three advantages of subject filing. Mention instances of 
its use. 

1. It keeps all related matter together in one folder behind 
one subject guide. 

2. It may be subdivided readily into subtopics, each in turn 
being assigned a number under the main topic. 

3. There is no limit to the number of subdivisions that can 
be made. Architects, builders, buyers, railway and public 
service corporations and libraries find this an invaluable method 
of filing. 

38 

As applied to Subject Filing, give an illustration of the use of 
the Dewey Decimal System as used in libraries or railway offices. 

DEWEY DECIMAL SYSTEM 



0. 


General 


I. 


Executive Dept. 


2. 


Finance and Accounts 


3- 


Railway 


4- 


Equipment and Shops 


5- 


Transportation and Storage 


— >■ 6. 


Traffic 


— ^60. 


Traffic Rates, etc., General 


61. 


Passenger Traffic 


— ^62. 


Freight Traffic 


63. 


Baggage 


64. 


Mail 


65- 


Express 


—^620. 


Freight Traffic 



FILING AND INDEXING 



163 



— >-62I. 


Products of Agriculture 


622. 


Animals and Animal Products 


623. 


Products of Mines 


624. 


Products of Forests 


625. 


Manufacturing 


—>-62I.I. 


Canned and Bottled Goods 


621.2. 


Groceries 


->-62i.3. 


Grain and Grain Products 


621.4. 


Fruit and Vegetables 


621.5. 


Tropical Products 


621.6. 


Nuts 


621.7. 


Others 


—^■621.31.. 


Wheat 


621.32.. 


Corn 


621.33.. 


Oats 



39 

What is meant by the Chronological Index? 

Filing in the order of receipt, that is in the order of time. 
This is generally applied to the copying of letters in a letter 
press in the order in which they are written. 



40 

If you answer a correspondent's letter which inquires regarding 
quotations and you receive no reply > tell how you would automat- 
ically recall the fact that you have to follow up this correspondence. 

The automatic recall is accomplished by a file drawer called 
"follow-up" drawer. It contains a set of alphabetic guides, a 
set of monthly guides, and a set of daily guides. When the 
letter is answered a carbon copy is made at the same time. 



164 



OFFICE PRACTICE AND BUSINESS STYLE 



The original letter on which has been recorded the follow-up date 
is filed alphabetically. The carbon copy is filed in the follow-up 




FOLLOW-UP DRAWER 



drawer directly behind the daily guide on which we wish to fol- 
low up the correspondence. 

When that day arrives 
the letter automatically 
becomes visible and receives 
the necessary attention to- 
gether with other matter 
for that day. When refer- 
ence is to be made to the 
original letter it can read- 
ily be found in the same 
drawer, behind the alpha- 
betical guide. 

DAILY GUIDES ^ 




FILING AND INDEXING 165 

(a) What is a desk tickler? (b) Where can it be purchased? 

(a) A desk tickler is a small card drawer, containing standard 
size cards and guides indexed exactly as the guides of a follow- 
up correspondence drawer. 

(b) Stock cards for the desk tickler are furnished by man- 




DESK TICKLER 



ufacturers of filing supplies who will also print any matter 
desired to suit the needs of a particular business. 



166 OFFICE PRACTICE AND BUSINESS STYLE 

How is a desk tickler used for following-up correspondence? 
When a letter is answered a summary of the contents of the 
letter is made on the card and the card is filed behind the proper 



/ Flnc idjLjr\ 
Oist. C olumbia \ >- 



— r/ Dist. Columbia t "\ ^ — r 
-t / . Delawar e .. \ v — ^ 




FOLLOW-UP FILE 



daily guide. The desk tickler is not only a follow-up but also 
a daily calendar. 

43 

When are metal indicators used in connection with the desk 
tickler? 

Some desk ticklers have the days of the month printed along 
the upper edge of the card. After the letter has been answered 
and the necessary notation made on the card a little metal 
signal or indicator, colored for the different months, is slipped 



FILING AND INDEXING 



167 



over the number indicating the day upon which the letter is 
to be followed up. 

All the signals for that day receive the attention of the 



<^21 22 23 24~: 

i Company 




METAL INDICATOR 

follow-up clerk, who then transfers the signals to the next de- 
sired date. 

44 

What is meant by legal filing? 

Legal filing means the disposition of all matter typed on 
legal paper, but not necessarily papers in a law office. Archi- 
tects, notaries public, real estate operators, builders also use 
this form of filing. 

45 

Discuss two ways of filing legal papers. 

1. Legal papers may be filed in tall narrow drawers to suit 
the width of the legal paper after it has been folded. These 
are known as document files. They are about four inches wide 
by ten inches high. 

2. They may also be filed in a legal vertical file which is the 
same as the ordinary vertical file excepting that instead of the 



168 OFFICE PRACTICE AND BUSINESS STYLE 

manila folder a fiber or leatherette envelope or container is 
used. This is longer than the regular correspondence folder 
and is also capable of expansion. 



DOCUMENT FILE 



46 

Give four disadvantages of the former method. 

1. Papers must be folded before filing. 

2. They are hard to handle because of the fold. 

3. Folding and opening papers wears them out on the fold 
and makes the writing illegible. 

4. They take up too much space in the file. 

47 
What advantage has the container over the folder? 

The entire envelope containing all the documents pertaining 
to a given action may safely be taken from the files to any 
place desired and returned to the files when they are no longer 
needed. 

48 

Give two ways of filing bills, shipping orders, invoices, and 
other miscellaneous papers. 

(a) They may be filed in the same drawer with the corre- 
spondence but in a separate folder of another color. This is 
placed in front of the correspondent's folder. 

(b) A separate drawer properly labeled may be used. 



FILING AND INDEXING 169 

49 
How do you file the correspondence of a large business? 
Any one of the following three methods is good: 

a. Alphabetically, under the automatic system. 

b. Geographically, if correspondence covers a large ter- 

ritory. 

c. Numerically, to allow for expansion. 

50 

Explain three methods of making copies of outgoing business 
letters. 

(a) Copies of outgoing business letters may be made on car- 
bon sheets pinned or clipped to the letters received and filed 
in the regular filing cabinet. 

(b) They may be copied in the letter-press book by means 
of a moist cloth, oiled boards and the letter-press, indexed and 
retained in the book. 

(c) They may be copied with a Roneo Copier machine and 
filed together with the answer in the filing cabinet. 

5i 
Describe three systems of preserving for convenient reference 
business letters and telegrams received. 

(a) Telegrams may be filed with the regular correspondence. 

(b) They may be filed in a separate colored folder in front 
of the regular folder. 

(c) A separate drawer may be reserved for the telegrams, 
orders, receipts, etc. 

52 

Give any satisfactory method of filing letters and telegrams for 
preservation and convenient reference^ for a small business hav- 
ing but little correspondence. 

Either the Shannon drawer or the box file may be used. 



170 OFFICE PRACTICE AND BUSINESS STYLE 

53 
Describe a good method of storing old correspondence. 

Transfer cases to fit any system of correspondence in use are 
manufactured by filing Supply companies. These are large 
press board cases into which is placed all the dead correspond- 




TRANSFER CASE 



ence alphabetically or numerically. On the front of the case 
is pasted a label giving the date limits of the enclosed records. 
These are kept on shelves easily accessible. 

54 

What is meant by assorting correspondence? 

Arranging papers in such a way that they can be put away in 
the filing cabinet in the order in which the cabinets are labeled 
so that the drawers need not be opened and shut. By means 
of correct assorting a filing clerk distributes all correspondence 
in one drawer before proceeding with the next. A special 
device called a distributor is furnished by the filing companies 
for that purpose. 



FILING AND INDEXING 171 

SS 
Give examples of labels as made out for an alphabetic file and con- 
sisting of four drawers. Show single notation and double notation. 
Single Notation Double Notation 

Fa Fo Go Hi Ja Ju F-Fa Fa-Fo Fo-Ge Ge-Go 

Go-Hi Hi-Ja Ja-Ju 
This drawer contains the letters F to K. 

56 

If correspondence is received from a person living in a town 
for which there is no guide, where should the letter be filed? 

Such letters are filed in the miscellaneous folder directly 
behind the state guide until his correspondence becomes bulky 
enough to warrant an individual folder. 

57 
{a) When is a twenty-name system of guiding used? (b) De- 
scribe this system. 

(a) This is employed when the alphabetic file becomes too 
bulky. 

(b) Every twentieth card is taken out. The name obtained 
is used as a new guide, thus allowing for more subdivisions. 
The name of this twentieth card correspondent should be 
written on both sides of the tab so that if it should become 
necessary to further subdivide, we can insert other cards with- 
out disturbing the entire arrangement. 

58 

How would you file {a) legal papers, (b) time tables, (c) charts y 
maps, blue prints, (d) circulars, (e) orders? 

(a) Vertical file in a legal container. 

(b) Vertical file in narrow low drawers indexed for different 
railroads. 

(c) Flat in drawers built for the purpose. 

(d) Vertical with topical index. 

(e) Vertical-alphabetical together with correspondence or in 
separate drawer properly labeled. 



172 



OFFICE PRACTICE AND BUSINESS STYLE 



59 

Give in detail a good method of filing catalogues, so that they may 
be instantly accessible. 

For riling catalogues, the numeric system is the best. At 
least two cards are made out for each catalogue, one filed under 
the name of the article, showing all the firms supplying the ar- 
ticle, the other card filed by the name of the firm, and showing 
a list of articles supplied by that firm. 

The article cards are filed alphabetically behind subject 
guides. Each card carries a list of dealers in that particular 
commodity and the file numbers of their respective catalogues. 
Dealers' cards are also filed alphabetically. 

The catalogues are numbered and put in lettered drawers. 

Dealer Index Card 



Name Yawman & Erbe Mfg. Co. 
Address 



Articles Dr. No. Cat. No. 



Filing Supplies 
Copiers, roller 
Stock Index Cards 



B 


52 


B 


52 


B 


53 



Index to Dealers. ) 2 separate draws. 
" " Articles ) 

Article Index Card (filed behind "Copier") 



Subject Copier, Rapid Roller 

Name Dr. No. 



Cat. No. 



Yawman & Erbe Mfg. Co. 
Weis Manufacturing Co. 



B. 27 

C. 2 



B. 27 

C. 8 



CHAPTER VI 
Postal Information 



Name the different divisions or functions of the post-office 
organization. 

I. Money Order 2. Registry 3. Special Delivery 

4. Parcel Post 5. Rural Delivery 6. Postal Savings 

7. Division of Dead Letters 



{a) What is the object of the money order division? (b) Ex- 
plain how a money order is obtained and used. 

(a) To permit a person to send small sums of money to 
another in absolute safety by means of a money order. This 
is obtained at any post office, enclosed in an envelope and sent 
through the mails. 

(b) The person desiring to send money, requests a money 
order application at any post office. On this he writes the 
amount he desires to send, the name and address of the person 
who is to receive the money. From the information on this 
slip (which is later filed by the money order clerk) the money 
order, which resembles a check, is made out. This with a re- 
ceipt for the money is handed to the applicant, after the amount 
of the remittance and the required fee are paid. The money 
order is then sent through the mails to its proper destination 
by the applicant and the receipt is retained as evidence in 
case of loss. 

i73 



174 



OFFICE PRACTICE AND BUSINESS STYLE 



Form No* 6001 
THIRD ASSISTANT postmaster GENERAL Stamp of Issuing Office 



DIVISION OF MONEY ORDERS 



The Postmaster 
will insert 



here 

the office drawn on, when the office named by the 

remitter in the body of this application is not a Money Order Office. 

Spaces above this line are for the Postmaster's record, to be filled in by him 

Application for Domestic Money Order 

Spaces below to be filled in by purchaser, or, it necessary, 
by another person tor him 

Amount 

. Dollars Cents 



Pay to \ 
Order ot J . 



(Name of person or firm to&whom order is intended) 



Whose | 
Address}- 
is J No.. 



--V- 



-Street 



Post \ ^ 

Office / -^- 



State.. 



Sent by . 



(Name of Sender) 



Address) 
of [ 
sender J No Street 

PURCHASER MUST SEND ORDER AND COUPON TO PAYEE 



C5— 7155 



POSTAL INFORMATION 175 

3 
How does the person who receives the money order {addressee) 
dispose of it? 

1. He may cash it after identification at any post office 
in his home town, or 

2. He may deposit it after indorsement to his credit in his 
own bank, or 

3. It may be turned over by indorsement to a second party. 

4 

{a) What should be done when a money order is lost? (b) How 
long may a money order be kept before it may be cashed? (c) What 
must be done when a money order is held too long? 

(a) The remitter, payee, or indorsee without payment of an 
extra fee may make application for a duplicate order. A special 
form provided for the purpose at the issuing office or the office 
upon which drawn, must be used. 

(b) A money order must be presented for payment within 
one year from the last day of the month of issue. 

(c) When an order is more than a year old, it must be pre- 
sented at any money order post office with an application for 
a warrant of the postmaster-general. A warrant upon the 
Treasury of the United States will then be issued and mailed 
to the applicant's address without charge. 

REGISTRY DIVISION 

5 
(a) Name three advantages of registered mail, (b) How are 
letters and parcels registered? 

(a) 1. Increased security. 

2. Insurance to the amount of $50.00 in event of loss. 

3. Remitter receives written acknowledgment of re- 
ceipt. 



176 OFFICE PRACTICE AND BUSINESS STYLE 

Stamp of issuing office. <**•' e70I) 

Past ©fftre leparttircirt 

THIBD ASSISTANT POSTMASTEB GENERAL 
DIVISION OF MONEY ORDERS 



No.. 
No.. 
No.. 



V. S. MONEY. 

Amount, $..... 

Amount, S 

Amount, S 



FOREIGN MONEY 



Payable in - 

(Postmaster will write on this Hne "Great Britain" or "Italy," etc., as case may *#.) 
(Space above this line is for the Postmaster's record, to be filled in by him.) 

(Spaces, below to be filled in with pen and ink by the applicant, or by some person for him not 
connected with the post office.) 

Application for International Honey Order 



Folate sum of_ 



ancL 



Payable to 5: r 

CWrite on this line ;>czic of person who is to receive the money.) 

Town or City, 



Residence or 

place of 

business of 

the person to 

whom the 

money is to 

be paid. 



No , Street 



County, Canton, ) 
Kreis or Department ( 



Province, 
Country, . 



Sent by. 



Residence or 

place of 

business of 

the person by 

whom the 

money is 

sent. 



(Write on tins line* the name of the remitter.) 



No ,... 

Town or City,. 
State of 



-Street 



(See other side) 



POSTAL INFORMATION 177 

(b) 1. Name and address of sender should be plainly writ- 
ten or printed in addition to the name and address 
of the receiver. 

2. Necessary postage (according to weight) in addition 
to a ten cent stamp for registration must be affixed. 

3. When delivered to registration clerk, a receipt is 
taken. If the receiver's receipt is wanted in addi- 
tion, the words "return receipt desired" should be 
written on the face of the envelope. 

4. If the registered piece is to reach the hands of the 
addressee only, the letter or parcel should have on the 
address side the words "deliver to addressee only." 

6 
How can registered matter be recalled by the sender before 
actual delivery? 

1. He must furnish proof of his identity. 

2. He must file with the mailing postmaster a written re- 
quest for the return giving his own name and address, name 
and address of addressee and registry number as noted on 
his receipt. 

3. He must pay all expenses necessary to recover the regis- 
tered letter or parcel. 

7 
What procedure should be followed when a claim for loss is made? 

An application must be obtained from the office of registry 
and on it must be shown: 

1. That claim is made within the year of loss. 

2. A description of the lost article, with particulars as to 
time and place of mailing. 

3. An affidavit stating value and nature of contents, name 
of owner, and that no compensation has been received 
for the lost article. 

4. An additional affidavit, alleging ownership. 

5. The amount claimed for the lost article. 



178 OFFICE PRACTICE AND BUSINESS STYLE 

SPECIAL DELIVERY 

(a) What is the purpose of special delivery? (b) How is mat- 
ter sent by special delivery? (c) If special delivery matter cannot 
be delivered because of absence, how is such mail treated? 

(a) To get matter delivered sooner and at hours other than 
regular mail, that is, immediately upon arrival at destination. 
Such mail will be delivered between 7 a.m. and 11 p.m. at 
city delivery offices and from 7 a.m. to 7 p.m. at all other 
offices, or until the arrival of the last mail. Special delivery 
matter will be delivered at post offices of the first and second 
classes on Sundays, and at other offices if open on Sundays; 
and at all offices on holidays. 

(b) In addition to regular postage (according to weight) a 
special delivery stamp costing ten cents must be affixed. When 
such stamp is not available ordinary stamps in the amount of 
ten cents may be used and the words "Special Delivery " 
written underneath them. 

(c) Notice is left at the place of address, the mail is returned 
to the post office, and is treated thereafter in all respects as 
ordinary mail. 

PARCEL POST 

9 

(a) What is the parcel post law? (b) What are some ad- 
vantages? 

(a) A law which permits the sender to mail packages not 
exceeding seventy pounds within the first, second, and third 
zones, and fifty pounds for all other zones. Parcels may not 
exceed eighty-four inches in length and girth combined. The 
rate is very much cheaper than mail of the first, second, or third 
class. There is a small additional charge for insurance. 

(b) 1. It offers a convenient, speedy and efficient means of 

transporting mailable parcels to any post office in 
the United States or its possessions. 



POSTAL INFORMATION 



179 



2. It brings producers and consumers into closer contact. 

3. Special advantages and treatment are accorded to 
shipment of farm products. 

10 

{a) How are zones determined? (b) How is the rate for each 
parcel determined? 

(a) For the purpose of parcel post, the United States and 
its possessions are divided into units of area, called zones, of 
which there are eight. The first zone covers a radius of fifty 
miles; the second zone 150 miles; the third zone 300 miles; the 
fourth zone 600 miles; the fifth zone 1000 miles; the sixth zone 
1400 miles; the seventh zone 1800 miles; the eighth zone an 
area of over 1800 miles. 

(b) Upon weight and distance. 

The charge for the first and second zone, for the first pound 
is five cents and one cent for each additional pound; for the 
third zone, six cents for first pound and two cents for each 
additional pound, up to 70 pounds. 

The schedule below shows rates for remaining zones for pack- 
ages from 1 pound to 50 pounds in weight: 

Fourth-class (Domestic Parcel Post) Zone Rates 







Zones 


Weight 

in 
pounds 


1st, 


2d, 


3d, 


4th, 


5th, 


6th, 


7th, 


8th, 




up to 


50 to 


150 to 


300 to 


600 to 


1,000 to 


1,400 to 


over 




50 


150 


300 


600 


1,000 


1,400 


1,800 


1,800 






miles 


miles 


miles 


miles 


miles 


miles 


miles 


miles 


1 


$0.0? 


$0.05 


$0.05 


$0.06 


£0.07 


go.08 


£0.09 


$0.11 


$0.12 


2 


.06 




06 




06 


.08 


.11 


•14 


•17 


.21 


.24 


3 


.06 




07 




07 


.10 


.15 


.20 


.25 


.31 


.36 


4 


.07 




08 




08 


.12 


.19 


.26 


•33 


.41 


.48 


5 


.07 




09 




09 


.14 


•23 


.32 


•41 


51 


.60 


6 


.08 




10 




10 


.16 


.27 


.38 


•49 


.61 


.72 


7 


.08 




11 




11 


.18 


•31 


•44 


•57 


.71 


.84 


8 


.09 




12 




12 


.20 


•35 


.50 


.65 


.81 


.96 


9 


.09 




13 




13 


.22 


•39 


•56 


•73 


•91 


1.08 


TO 


.10 




H 




14 


.24 


•43 


.62 


.81 


1. 01 


1.20 



180 OFFICE PRACTICE AND BUSINESS STYLE 

Fourth-class (Domestic Parcel Post) Zone Rates — Continued 







Zones 


Weight 
in -Lo 


cal IS 


t, 2< 


i, 3 


J, 


4th, 


5th, 


6th, 


7th, 


8th, 


pounds 


up 


to 50 


to 150 


to 


300 to 


600 to 


1,000 to 


1,400 to 


over 


5 


if 


;o 3< 


)0 


600 


1,000 


1,400 


1,800 


1,800 




mi 


les mi 


les mi 


les 


miles 


miles 


miles 


miles 


miles 


II $0 


10 $0 


15 fo 


15 £0 


26 


$0.47 


$0.68 


$0.89 


$1.11 


£1.32 


12 


11 


16 


16 


28 


51 


•74 




97 


1. 21 


1.44 


13 


11 


17 


17 


30 


•55 


.80 


1 


05 


i-3i 


1.56 


14 


12 


18 


18 


32 


•59 


.86 


1 


13 


1.41 


1.68 


15 


12 


19 


19 


34 


.63 


•92 


1 


21 


1.51 


1.80 


16 


13 


20 


20 


36 


.67 


•98 


1 


29 


1.61 


1.92 


17 


13 


21 


21 


38 


71 


1.04 


1 


37 


1.71 


2.04 


18 


H 


22 


22 


40 


•75 


1. 10 


1 


45 


1.81 


2.16 


19 - 


14 


23 


23 


42 


•79 


1. 16 


1 


53 


1.91 


2.28 


20 


15 


24 


24 


44 


.83 


1.22 


1 


61 


2.01 


2.40 


21 


15 


25 


25 


46 


•87 


1.28 


1 


69 


2. 11 


2.52 


22 


16 


26 


26 


48 


•91 


i-34 


1 


77 


2.21 


2.64 


23 


16 


27 


27 


50 


•95 


1.40 


1 


85 


2.31 


2.76 


24 


17 


28 


28 


52 


•99 


1.46 


1 


93 


2.41 


2.88 ' 


25 


17 


29 


29 


54 


1.03 


1.52 


2 


01 


2.51 


3.00 


26 


18 


30 


30 


56 


1.07 


1.58 


2 


09 


2.61 


3.12 


27 


18 


3i 


3i 


58 


1. 11 


1.64 


2 


17 


2.71 


3-24 


28 


19 


32 


32 


60 


ii5 


1.70 


2 


25 


2.81 


3.36 


29 


19 


33 


33 


62 


1.19 


1.76 


2 


33 


2.91 


348 


30 


20 


34 


34 


64 


1.23 


1.82 


2 


4i 


3.01 


3.60 


31 


20 


35 


35 


66 


1.27 


1.88 


2 


49 


3-ii 


372 


32 


21 


36 


36 


68 


i-3i 


1.94 


2 


57 


3.21 


3-84 


33 


21 


37 


37 


70 


i-35 


2.00 


2 


65 


3.31 


3-9<> 


34 


22 


38 


38 


72 


1.39 


2.06 


2 


73 


341 


4.08 


35 


22 


39 


39 


74 


i-43 


2.12 


2 


81 


3.51 


4.20 


36 


23 


40 


40 


7 6 


i-47 


2.18 


2 


89 


3.61 


4-32 


37 


23 


4i 


4i 


78 


1.51 


2.24 


2 


97 


3.71 


4-44 


38 


24 


42 


42 


80 


i-55 


2.30 


3 


05 


3.8i 


4.56 


39 


24 


43 


43 


82 


i-59 


2.36 


3 


13 


3-91 


4.68 


40 


25 


44 


44 


84 


1.63 


2.42 


3 


21 


4.01 


4.80 


4i 


25 


45 


45 


86 


1.67 


2.48 


3 


29 


4.11 


4.92 


42 


26 


46 


46 


88 


1.71 


2.54 


3 


37 


4.21 


5.04 


43 


26 


47 


47 


90 


i-75 


2.60 


3 


45 


4-31 


5-i<S 


44 


27 


48 


48 


92 


1.79 


2.66 


3 


53 


4.41 


5.28 


45 


27 


49 


49 


94 


1.83 


2.72 


3 


61 


4-51 


5.40 


46 


28 


50 


50 


96 


1.87 


2.78 


3 


69 


4.61 


5.52 


47 


28 


5i 


5i 


98 


1.91 


2.84 


3 


77 


4-71 


5.64 


48 


29 


52 


52 1 


00 


i-95 


2.90 


3 


85 


4.81 


576 


49 


29 


53 


53 1 


02 


1.99 


2.96 


3 


93 


4.91 


5.88 


50 


30 


54 


54 1 


04 


2.03 


3.02 


4.01 


5.01 


6.00 



POSTAL INFORMATION 181 

ii 

What is meant by local rate? 

The local rate applies to parcels mailed under the following 
conditions: 

i. At any post office for local delivery at such office; 

2. At any city letter carrier office, or at any point within its 
delivery limits, for delivery by carriers from that office; 

3. At any post office from which a rural route starts, for 
delivery on such route, or when mailed at any point on a rural 
route for delivery at any other point thereon, or at the office 
from which the route starts, or for delivery on any other rural 
route starting from the same office. 

4. On all fruits and vegetables mailed at a post office from 
which a motor vehicle truck route or country motor express 
route starts, or at any point or post office on such route, for 
transportation over the route and delivery at any other point 
or post office on the same route. 

12 

How are C. 0. D. packages shipped by mail? 
The post office department will accept C. O. D. packages 
under the following conditions: 

1. The C. O. D. package must not exceed $100 in value. 

2. In addition to parcel-post rate, ten cents in parcel-post 
stamps must be affixed when the amount does not exceed $50; 
and 25 cents when the amount to be remitted does not exceed 
$100. 

3. CO. D. tag, secured to the package, must show 

a. amount due the sender. 

b. money order fee to cover remittance from post 
office to sender. 

c. total to be collected (a plus b). 

4. A receipt is given to the sender at the time of mailing. 



182 OFFICE PRACTICE AND BUSINESS STYLE 

13 

{a) On parcels weighing four ounces or less, what is the rate of 
postage? (b) Over four ounces? (c). What is the rate on books 
and plants weighing eight ounces or less? (d) Where are parcels 
mailed? 

(a) One cent for each ounce or fraction of an ounce except 
books, plants, and seeds. 

(b) On matter in excess of four ounces the rate is by the 
pound according to parcel-post schedule, except on books, 
plants, and seeds. 

(c) On parcels weighing eight ounces or less containing books, 
seeds, and plants the rate is one cent for each two ounces or 
fraction thereof regardless of distance. 

H 

What written matter may be inclosed in fourth-class mail 
{parcel post)? 

1. Any marks, numbers, names, or letters for purposes of 
description. 

2. On the blank leaves, or cover of any book, an inscription 
or dedication not in the nature of personal correspondence. 

3. Words like "Merry Christmas", "with best wishes", etc. 

4. Written or printed invoice showing name and address of 
the sender, names and quantities of the articles inclosed, price, 
style, size, initials of salesman, etc. 

RURAL DELIVERY 
15 

What are the objects of rural delivery? 

1. To permit mail delivery in sparsely settled and rural 
communities. 

2. To give the farmer the same mailing benefits as the city 
dweller and thus give him the opportunities of culture through 
reading and discussion. 



POSTAL INFORMATION 183 

16 
How is rural delivery service established? 

1. The residents of a community must petition the post- 
master-general for its establishment. 

2. A government inspector then visits the locality and re- 
ports as to the advisability, etc., and whether there are 500 
residents to be served. 

3. The carrier is then selected by examination and appointed. 

4. A substitute is also chosen. 

POSTAL SAVINGS 

17 

{a) What is meant by postal savings? (b) How is a postal 
savings account opened? 

(a) By an Act of Congress passed June 25, 1910, certain 
post offices were designated as banks to receive deposits of all 
persons ten years old or over who wish to save their money 
with the United States Government. 

(b) Upon the first deposit, the depositor is supplied with an 
envelope in which he keeps savings certificates, equal in amount 
to the sum deposited, issued by the postal savings clerk. On 
the face of the envelope is printed a blank ledger record on 
which an account of deposits and withdrawals is kept. If 
the initial deposit is smaller than $1.00, a card on which are 
affixed stamps for the amount deposited is used instead of an 
envelope. When the card is filled it is exchanged for an en- 
velope and certificate. 

DEAD LETTER DIVISION 

18 

When is mail sent to the dead letter office? 

Mail which cannot be delivered because of incorrect address 
or other cause (and there are no directions for its return) is 
sent to the dead letter office. 



184 OFFICE PRACTICE AND BUSINESS STYLE 

19 

How is "dead matter" treated? 

Such matter is first opened to determine the owner. If the 
address of the sender cannot be found in the letter, it is de- 
stroyed. Valuable inclosures, after being carefully recorded, 
are returned to senders or delivered to the persons for whom 
intended, if they can be found. Money inclosures are retained 
to await the call of the owner within four years. Merchandise 
packages are held for one year to await owner's claim and are 
then sold at auction, if no claim is made. 



20 

How can lost mail matter be recovered? 

A letter of claim addressed to First Assistant Postmaster- 
General — Division of Dead Letters, must contain the following 
particulars: 

1. By whom sent. 

2. How addressed. 

3. At what place, and circumstances of mailing. 

4. Accurate description of contents,, 



21 

To prevent loss of parcels what specific directions would you 
follow in preparation of parcels for mailing? 

1. Name and address of sender should be plainly written. 

2. Strong wrappers securely tied should be used and so 
wrapped that they may be easily examined. 

3. Determine proper postage and affix the stamps where 
they may be easily seen and canceled — on the address side* 



POSTAL INFORMATION 185 

RATES OF POSTAGE 
22 

Name and classify divisions of mail matter. 

First Class — Written and sealed matter, postal cards, and 
private mailing cards — two cents an ounce or fraction thereof, 
except post cards, which are one cent each. 

Second Class — Includes newspapers, magazines, etc., entered 
as second class matter. No limit of weight is prescribed. 
When sent unsealed by parties other than the publishers or 
news agents, one cent for each four ounces. 

Third Class — All other printed matter not admitted as second 
class, nor embraced in the term "book." 

Fourth Class — Domestic parcel post mail, and miscellaneous 
printed matter, weighing more than four pounds. Rates vary 
according to size of parcel. 

2 3 

{a) What is " unmailable" matter? (b) What are stamped 
envelopes? (c) What kinds are furnished by the government? 

(a) Matter which can be easily destroyed or has insufficient 
postage, lottery, threatening, defamatory, or indecent litera- 
ture. 

(b) Stamped envelopes are envelopes of standard sizes sold 
by the government with printed stamps of the value of 1, 2, 
4, and 5 cents. 

(c) "Ordinary" or "special request." The ordinary en- 
velopes are either plain (no printing in the upper left corner) 
or bear the words "if not delivered return to" followed by 
two blank lines for the name and address of the sender (not his 
business advertisement). When ordered from the government 
in lots of 500 or more, no charge is made for printing return 
name and address. The charge for the envelopes is very small. 
Stamped envelopes which have been spoiled, misdirected, or 



186 OFFICE PRACTICE AND BUSINESS STYLE 

are in other ways unfit for sending may be redeemed by the 
owner for their face value in postage stamps or other stamped 
envelopes. 

24 

Explain the following terms as applied to mail (a) domestic , 
(b) foreign, (c) closing of foreign mail, (d) supplementary, (e) dock. 

(a) Domestic mail matter includes mail addressed for local 
delivery or for transmission from one place to another within 
the United States, and to or from its possessions. 

(b) Foreign mail includes all mail sent to countries not sub- 
ject to the government of the United States from the United 
States or any of its possessions. 

(c) Closing of foreign mail: The post office department 
publishes a bulletin weekly on which are listed vessels carrying 
mails to foreign countries, their ports of call, and the time of 
closing foreign mail. 

(d) Supplementary: For a small fee in addition to regular 
postage, foreign mail received at the post office will be forwarded 
to the steamer transporting mail to foreign countries, so that 
such mail will not be delayed in its delivery. 

(e) Dock: This refers to the temporary branch on the pier 
at which the steamer is docked. Mail deposited at the dock 
within a few minutes of sailing may leave on the steamer. 

25 

Name the postage necessary for sending each of the following 
pieces of mail matter from your post office: 

Description Weight, oz. Destination 

Letter ij^j Kentucky 

Letter 2 Illinois 

Letter 2 Largest city of your state 

Letter (special delivery) 2 J^ Savannah, Ga. 

Letter 4 Mexico City 

Letter 4 Charleston, S. C. 

Letter (registered) 4 Toronto, Canada 



POSTAL INFORMATION 



187 



Description Weight, oz. 

Letter (unsealed) 2 

Letter 2 X A 

Letter 3 

Letter (registered) .. . . 2}^ 

Letter 2 

Letter 2 

600 form letters, unsealed 2 each 

400 form letters, sealed 2 each 

Catalog 7 

Book 4 

Sheet music 11 

Engrossed diploma in a tube 12 

Blank diplomas in tube 12 

Newspaper (by individual) 5 

Bundle of newspapers 60 

Photograph 2 J^ 

Calendar in tube , . . 16 

Package of pens 12 

Seeds (CO. D. $2) 12 

Drugs (special delivery) 16 

24 circulars 8 



Destination 
Tucson, Ariz. 
Canal Zone 
Shanghai, China 
San Juan, P. R. 
Boise, Idaho 
Boston, Mass. 
Dover, Del. 
Mobile, Ala. 
Topeka, Kan. 
Dublin, Ireland 
New York City 
Glasgow, Scotland 
Your own city 
Houston, Tex. 
Mobile, Alaska 
Manila, P. I. 
Savannah, Ga. 
Sitka, Alaska 
Jamestown, Va. 
Denver, Colo. 
Plymouth, England 



CHAPTER VII 

OFFICE APPLIANCES, ACCESSORIES, DEVICES, AND AIDS 
THE TELEPHONE 

I 

Why is the telephone the most important office accessory? 

Because it is a great time and money saver. People may be 
reached at a few minutes' notice, and the necessary business 
transacted. Delays attending the sending and receiving of 
mail are avoided. Appointments may be made and details of 
transactions may be adjusted without loss of time. Postage 
and railway expenses may be reduced. 

2 

Give a jew general directions for handling the telephone on out- 
going calls. 

1. Make sure that you are calling the right number. 

2. Speak directly into the mouthpiece with your lips close 
to it. 

3. Speak distinctly and deliberately. 

4. Keep the receiver to the ear until the person called 
answers. 

5. Acknowledge the operator's repetition of the number by 
saying "right" or "yes," and if incorrect say "no," and repeat 
your number. 

6. If necessary to recall the operator, move the hook gently 
and slowly up and down. 

7. Be courteous, and finish your conversation by saying 
"Good-by," and then hang up the receiver. 



OFFICE APPLIANCES, DEVICES AND AIDS 189 

3 

What general directions would you give a person who is to 
answer incoming calls? 

1. Answer a telephone call promptly and pleasantly in order 
to avoid a report of "does not answer" at the calling station. 

2. Announce the name of the firm, department, or your 
name. 

3. If another individual is wanted, say, "Hold the wire, 
please," and promptly call the person to the telephone. 

4. Be ready to take any message for an absent person. 

5. Listen carefully and get the message accurately. 

4 

What is meant by a telephone subscriber? 

A telephone subscriber is a person (or company) who pays 
an annual rental for the installation of a telephone apparatus 
at the place desired. His name is alphabetically listed in a 
book called a telephone directory together with the names of 
others, so that should he desire to speak with another sub- 
scriber he can readily do so by giving the central operator the 
subscriber's number. The telephone apparatus is rented, not 
sold, and remains the property of the telephone company. 

5 

What four telephone employees does the subscriber come in con- 
tact with after the installation? 

The central operator, information, the traffic manager, and 
the long distance or toll operator. 

6 

Explain the terms central operator ', information, traffic manager, 
and toll operator. 

Central Operator: When you wish to talk to another sub- 
scriber and have found his telephone number, you lift the re- 
ceiver from the hook. This action flashes a signal to the tel- 
ephone operator. Almost immediately you hear her question, 



190 OFFICE PRACTICE AND BUSINESS STYLE 

"Number please?" which means that she wishes to make the 
connection between your telephone and another subscriber's 
telephone as soon as you give her the subscriber's number. 

Information: Information's business is to find for you the 
number of an unlisted subscriber or of a subscriber whose 
number you cannot find, or of a discontinued telephone. To 
call Information you raise the receiver and tell the operator to 
give you Information, then give Information the complete name 
and address of the person wanted, hold the receiver until she 
finds it and gives you the number, which you repeat to the 
operator, who will make the desired connection. 

Traffic Manager: The Traffic Manager is called through 
Central office when unsatisfactory service is rendered by an 
operator, or when the telephone mechanism is defective. Re- 
ports should be made at once. 

Toll Operator: When it is desired to speak to someone over 
the telephone who is located in a distant city, give name of 
city to the operator, who will connect you with the toll oper- 
ator. When she answers give the telephone number of the 
party you wish to speak to, the street address and your own 
telephone number and name, and wait. The toll operator will 
tell you to hang up the receiver if it takes some time to call 
the party desired. Then wait until you are called. 

7 

Give {a) illustrations of four different kinds of calls, (b) method 
of calling, (c) calling from a party line. 

(a) Number (b) Method of Calling 

John 1253 John, One-two (pause) five-three 

Main 0125-J Main, O-one (pause) two-five (pause) J 

Broad 4800 Broad, Four-eight (pause) hundred 

Worth 5000 Worth, Five-thousand 

(c) Give the call and announce the letter of your station as 
follows: "This is J calling." 



OFFICE APPLIANCES, DEVICES AND AIDS 191 

8 

Explain {a) two-number toll call, (b) particular person toll call. 

{a) When long distance connects you with a number outside 
the local service area, a charge is made although you do not 
speak to the person desired. The charge is lower than for 

(b) a Particular Person Toll Call. When you ask long dis- 
tance for a particular person outside the local service area, a 
charge is made only when conversation actually begins be- 
tween that person and yourself. No charge is made if the per- 
son to whom you wish to speak does not answer. 

9 . 

What is meant by (a) private wire, (b) party wire, (c) private 

subscriber? 

{a) Private wire is a telephone station subscribed to by an 
individual or firm. 

(b) Party wire is one which designates a subscriber by a 
number and a letter. Three or four other subscribers also 
use the same telephone station, each subscriber having a dif- 
ferent letter. When one party uses the telephone the others 
must wait. This telephone is cheaper than the private wire. 

(c) A private subscriber is one who for certain business 
reasons does not wish his number to appear in the telephone 
book. The number must be known and given to the operator 
if connection is desired. Information will not divulge numbers 
of private subscribers. 

10 
Suggest a blank form on which messages are to be entered for 
people who are absent from the office when called. 

Date 

Telephone call for 

Mr. of the firm of — — - Tel. No. 

Called at and left the following message: 



Call him at 

Initials- 



192 OFFICE PRACTICE AND BUSINESS STYLE 

EMERGENCY CALLS 
II 

{a) What is an emergency call? (b) How are emergency 
calls made? 

{a) A call made by telephone when immediate assistance 
is required if life, limb, or property is in danger of injury or 
destruction. 

(b) Lift the receiver and say to operator 
"I want to report a fire," or 
"I want to get a policeman," or 
"I want to get an ambulance." 
If compelled to leave telephone before the desired station 
answers, tell operator where help is required. 



12 

Describe (a) switchboard, (b) pay station, (c) In what way does 
a coin box telephone differ from a pay station? 

(a) Where a firm, apartment house, or hotel requires the use 
of more than one telephone extension the telephone company 
will install a connecting link — called a switchboard — between 
each telephone extension and the central office. Every out- 
going or incoming call will reach the switchboard operator first 
before proper connection can be made. Such switchboards may 
be of the simple desk top monitor type serving a few extensions 
only, or the cord switchboard serving thousands of extensions, 
as in hotels or department stores. 

(b) Pay stations are public telephones located in places most 
convenient to the public and attended by telephone-company 
operators. The operator gets your number, notifies you of the 
charge and gets the central operator by means of a switchboard. 
When connection is made you are assigned to a booth from 
which you talk to the person called. 



OFFICE APPLIANCES, DEVICES AND AIDS 193 

(c) In a coin box telephone the operator is called directly by 
depositing a coin in the slot of the machine. If connection 
cannot be made the coin is returned to you. 

13 

Explain how you would find the telephone numbers of (a) private 
party, (b) a school, (c) city government department, (d) Board of 
Education, (e) branch bank, (/) when number and street only are 
known, (g) apartment house, (h) when business is known but 
spelling of name is uncertain. 

(a) Look in the telephone directory for the correct spelling 
of the second name and then down the column for the correct 
first name, which follows the second name. 

(b) Look up Education, Board of, and under Public Schools 
are listed first the district superintendents, then the high 
schools, then the special schools, and then the public schools 
according to number. 

(c) Look up City of New York under which are listed all the 
different departments and bureaus. 

(d) Look up Education. 

(e) Find the name of the bank and the address of the branch 
desired. 

(/) Look up under No. to find alphabetically listed streets 
and find the number of the house. 

(g) When the name of an apartment house is known look it 
up alphabetically, otherwise look up under No. 

(h) Consult the Red Book under business classifications and 
check up by address or first name. 

H 

Where are requests for directory listings or telephone installa- 
tions made? 

Call the Telephone Company and find the nearest Local 
Commercial office. Apply there for a listing. 



194 OFFICE PRACTICE AND BUSINESS STYLE 

TELEGRAMS 
15 

Explain the differences between telegrams and cablegrams. 

Telegrams are messages sent over land by wire within 
the borders of a country, while cablegrams are sent through 
cables under water to countries separated by large bodies of 
water. Telegrams are used for quick inland communications, 
while cablegrams afford a cheap and quick oversea commu- 
nication. 

16 
{a) Name and (b) explain the different classes of telegrams. 

(a) 1. Full-rate Messages 2. Night Messages 
3. Day Letters 4. Night Letters 

(b) 1. Full-rate messages are transmitted immediately, at 

the maximum charge based on a rate for the first ten 



Charge to the account cf_ 



CLASS OF SERVICE DESIRED 


Teleorsm 




Dty Letter 




Night Mesaoo 




Night Letter 




Patrons th«ild mark an X oppo- 
site the class of service desired: 
OTHERWISE THE MESSAGc 
WILL BE TRANSMITTED AS A 
FULL-RATE TELEGRAM 



WBST EjjjjjL UNION 
TEL1#RAM 



NEWCOMB CARLTON, president GEORGE W. E. ATKINS. Pi 



Send the following message, subject to the terms 
on back hereof, which are hereby agreed to 



words and an extra charge for each additional word. 

2. Night messages are sent at a lower rate than day 
messages, are accepted until 2 a.m., but delivery is 
not made until the morning of the next business day. 
Where the message is too long this class of service is 
seldom used. 

3. Day letters — sometimes called deferred day service — 
are cheaper than day messages because the company 
sends them some time during the same day. The 



OFFICE APPLIANCES, DEVICES AND AIDS 195 

charge for fifty words is the same as ij times the 
charge of day messages. For example, if a ten-word 
day charge is #1.00, a fifty-word day letter costs #1.50. 
4. Night letters are accepted before 2 a.m. and delivered 
the next morning. The charge for fifty words is the 
same as the charge for a ten-word day message. 

17 

What is meant by {a) telegraph money order and (b) when is it 
used? 

{a) Money sent to a party at a distant point for immediate 
delivery by means of the telegraph. 

(b) It is used to pay debts due on a particular day, to assist 
travelers in need, to pay for advertisements inserted in foreign 
papers, to help stranded relatives, to pay insurance premiums, 
etc. The charge is small. 

18 

(a) What parts of a telegram are paid for ? (b) How is the 
charge computed? 

{a) Every word (including punctuation) except the date, ad- 
dress, and signature unless there are extra words or an addi- 
tional address. 

(b) Dictionary words, initials, countries, cities, states, and 
abbreviations of countries, cities, states, or abbreviations in 
common use are counted as one word. Each figure, character, 
punctuation mark, decimal point, and the signs st, d, rd, and 
artificial groups of five letters are counted as one word. 

19 

{a) Why is a knowledge of the method of charging for telegrams 
valuable? (b) Illustrate by concrete examples. 

{a) Because such a knowledge will assist a person in selecting 
the right number of words to go into a telegram or cablegram at 
minimum cost. 



196 OFFICE PRACTICE AND BUSINESS STYLE 

(b) Cheaper, or clearer Than 

Ounces (i word) Ozs. (i word) 

Immediately (i) At once (2) 

Four hundred (2) 400 (3) 

Six million (2) 6000000 (7) 

Forty-six (2) 46 (2) 

One-half (2) 1/2 (3) 

April tenth (2) April 10th (4) 

Letter follows (2) Will explain by mail more 

fully (6) 

Answer collect (2) Wire answer at my expense (5) 

Ten by twelve (3) 10 x 12 (5) 

Number five forty-six (4) No. 546 (4) 

Minimum cost five sixty- Minimum cost $5.65 (7) 

five (5) 

Two twenty-eight East 228 East 45th St. (8) 

Forty-fifth Street (7) 

CABLEGRAMS 

20 

(a) Name and (b) explain four kinds of cablegrams. 

{a) 1. Regular. 2. Deferred. 3. Cable letters. 4. Week- 
end cable letters. 

(b) 1. Regular cablegrams are employed in urgent cases with 

a full rate charge. Any kind of language may be em- 
ployed. 

2. Deferred cablegrams are sent at the company's con- 
venience and used when messages are not so im- 
portant as to require immediate transmission. The 
rate is one half of the regular cablegram rate. 

3. Cable letters are used for business communications 
which are not urgent and are delivered the day after 
they are written. They are charged for on an initial 



OFFICE APPLIANCES, DEVICES AND AIDS 197 

minimum rate of seventy-five cents for twelve words 
and five cents for each additional word. Only plain 
language is permitted. 
4. Week-end letters may be sent until midnight on Satur- 
day for delivery at the opening of business the fol- 
lowing Monday, for European messages, and Tuesday 
for South American messages. The week-end letter 
is a very valuable and comparatively cheap method of 
communication between banking institutions and their 
correspondents. 

21 

(a) How may the cost of cablegrams be greatly reduced? What 
is meant by (b) code, (c) cipher? 

(a) By sending cablegrams in code or in cipher. 

(b) Code is the use of a single word in a cablegram or tele- 
gram to express a complete sentence or phrase. 

(c) Cipher is a privately arranged secret set of symbols, 
letters, numbers, or other marks. 

22 

What is meant by "plain" cablegram? 

When dictionary words from the language of the sending or 
receiving country are used, and intelligently understood by 
any reader. 

23 
{a) Name four different public codes in use and (b) illustrate. 
{a) The Western Union, the Liebers, the ABC, and the Ai. 
(b) Word Meaning 

Autograph — This is our opportunity (the idea word is 

opportunity). 
Automaton — If there is no opposition (the idea word is 
opposition). 



198 OFFICE PRACTICE AND BUSINESS STYLE 

24- 

Explain (a) registered cable address, (b) reversible cable address, 
(c) Why are these used? 

{a) Firms doing a large cable business compose a special 
name generally made up of parts of the firm's name, which is 
submitted to the cable company and registered. All cable 
messages addressed this way are delivered to the proper 
parties. Thus Willco may mean The Williams Company. 

(b) Firms doing extensive cable business with each other 
agree upon a name, generally compounded of parts of both 
firm names, and submit this to the cable company. When 
either of the firms receives a cable from the other thus ad- 
dressed and bearing no signature it knows at once from whom 
the cablegram comes. Thus cable messages addressed to 
Wangoth N. Y. or London, may be delivered to John Wana- 
maker, New York or Gotham Supply Company, London. 

(c) To reduce the cost, since addresses and signatures are 
charged for in cablegrams. 

25 
How are code messages unpacked {translated)? 

1. The meaning is translated under each word in the original 
message. 

2. The translation is written on a blank form attached to 
the original cable message. 

26 

{a) How many copies of an outgoing cablegram or telegram 
should be made, and {b) explain zvhat each is used for? 

{a) Three copies. 

(b) The original is written on the blank provided by the 
compan}- and is sent to the company for transmission. 

The duplicate is mailed immediately with a letter con- 



OFFICE APPLIANCES, DEVICES AND AIDS 199 

firming the message and for comparison with the original 
message. 

The triplicate is filed by the sender. 

27 

What is meant by {a) repeated message, (b) mutilated message, 
(c) confirming a message? 

{a) Messages that are ordered repeated by the sender to 
make sure that no error has been made in the process of 
transmission. 

(b) Mutilated message is one in which one or more code 
words cannot be properly "unpacked." No charge is made in 
such cases. 

(c) Immediately after sending the original telegram the 
carbon copy is inclosed in an envelope and sent by mail to- 
gether with a letter explaining that the inclosed is a copy of 
telegram sent on this or that day. The inclosure of the 
duplicate copy enables the receiver to compare it with the 
original message as received. 

28 
How are charges made for cablegrams? 

1. Each word in the address, text, and signature is counted 
as one word. 

2. Words of fifteen letters or less are counted as one word 
in a plain cablegram. 

3. In a code cablegram ten letters or less are counted as 
one word. 

4. In cipher messages, letters or figures are counted at the 
rate of five to the word. 

5. Punctuation, figures, underline, and characters are 
counted as one word each. 

6. Groups of figures are charged for at the rate of five to 
the word. 



200 OFFICE PRACTICE AND BUSINESS STYLE 

29 

Name two ways in which telegrams and cablegrams may be sent 
to the company for transmission. 

1. By telephoning the message. 

2. By call boxes. These are small boxes installed in the 
customer's office. A pull on the handle informs the company 
that a message is to be sent from a certain place and within a 
few minutes a messenger arrives to get the message. 



OTHER VALUABLE OFFICE AIDS 
30 

{a) Name and (b) explain two mechanical devices for dating 
mail. 

{a) 1. Rubber dating stamp. 
2. Clock dating stamp. 

(b) 1. The rubber dating stamp consists of three movable 
rubber bands containing the days, months, and years. 
By the simple process of turning the bands, the de- 
sired date may be brought into proper position for 
printing. 
2. The clock dating stamp has a clock attachment so that 
the minute, hour, and day of receipt are recorded on 
the paper, through a ribbon. 

31 

Describe the Addressograph and explain how it is used. 

The Addressograph is a machine for printing or typewriting 
names and addresses from ten to fifty times faster than such 
data can be written. It permits any one without any ex- 
perience to fill in addresses on letters, envelopes, postal cards, 



OFFICE APPLIANCES, DEVICES AND AIDS 201 

circulars, etc. The names and addresses are prepared in ad- 
vance on metal plates by means of a machine called a grapho- 
type. Until needed, the plates are kept in metal frames and 
are filed in a drawer, as index cards are filed. When the drawer 
containing the plates is removed from the cabinets, the plates 




ADDRESSOGRAPH 



put into the machine, the addresses are automatically traced 
on the proper material in the desired order by means of a hand 
or foot lever. Some machines are equipped with attachments 
for printing in duplicate, for repeating names, for dating, for 
numbering consecutively, for listing names in vertical columns, 
and for eliminating undesired data. 



202 



OFFICE PRACTICE AND BUSINESS STYLE 



32 

What are (a) listing machines, (b) non-listing machines? 

(a) Listing machines are adding machines provided with a 
roll of paper on which are printed all the numbers (in vertical 




DALTON CALCULATOR 



Columns) which the operator strikes. This permits the operator 
to check the numbers from the original or copying sheet. 

(b) In non-listing machines no provision is made for printing. 
The processes are worked out in the machine and the final 
result only is shown. 



OFFICE APPLIANCES, DEVICES AND AIDS 203 

33 
Give the names of some well-known calculating machines. 

Wales, Dalton, Burroughs, Comptometer, Barrett, Monroe, 
and Sunstrand. /€fc*»w 




WALES CALCULATOR 

34 
{a) Describe the calculating machine, (b) Draw a diagram. 

{a) The calculating machine has a keyboard similar to the 
typewriter, with numbers instead of letters divided into groups 
of millions, thousands, etc. When the keys of the machine are 
struck, numbers are printed on a strip of paper which is auto- 
matically rolled off at the back of the machine. When the key 
marked "total" is pressed the sum of the numbers is secured. 

35 
Describe the comptometer. 

The comptometer is a non-listing machine which can handle 
all problems in addition, subtraction, multiplication, and di- 



204 OFFICE PRACTICE AND BUSINESS STYLE 

vision in whole numbers or fractions expressed decimally. It 
has a controller key which locks the machine and does not 
permit the next operation until the preceding operation has 
been performed by a complete key stroke. A complete key 
stroke will add correctly the full amount of any keys struck, 
no matter how rapid the strokes may be. Even a novice 
cannot operate the comptometer imperfectly because a slighted 




THE COMPTOMETER 



keystroke automatically locks the machine so that no other 
figure can be added until the fault has been corrected. 

36 

(a) Describe the billing machine, (b) Name three in current use. 

{a) The billing machine is a flat bed typewriter equipped 
with an adding and subtracting register which may be moved 
to correspond with the typewritten line so that totals may be 
typed in any given column. It may also be used by book- 
keepers to make entries in the proper places in books. It may 
also be used for billing, order entry, and the like. When the 



OFFICE APPLIANCES, DEVICES AND AIDS 205 

entries are made, the figures in each column are automatically 
added in the register so that on completion of the operation, 
the worker has both the entries and totals. 

(b) Elliot-Fisher, Moon-Hopkins, Underwood-Wahle. 




ELLIOT-FISHER BILLING MACHINE 



37 
Describe the Hollerith Machine. 

The Hollerith Tabulating Machine is designed to compile, 
classify, and analyze statistical information. 

The Hollerith Tabulator, Sorter, Key Punch, and Cards 



2 o6 OFFICE PRACTICE AND BUSINESS STYLE 




OFFICE APPLIANCES, DEVICES AND AIDS 207 

form a system by which a mass of confused data can be trans- 
formed into intelligent reports with accuracy, rapidity, and at 
a smaller expense than would be possible by hand. The orig- 
inal data are transferred to cards by means of punched holes, 
which permit the machines electrically and automatically to 
classify and aggregate the various items recorded. 

38 

Describe the Telautograph. 

The Telautograph is an instrument which transmits hand- 
writing by wire. You write from one place to another with 





THE TELAUTOGRAPH 



the telautograph just as you talk from one place to another with 
the telephone. 

There are transmitters and receivers. Whatever is written 
on the transmitter is instantly reproduced on the receiver 
located elsewhere, or simultaneously on many receivers. The 
telautograph makes a permanent, written record of every mes- 
sage sent and received. It reduces errors, and when a mistake 
is made, responsibility is fixed. It entirely eliminates misunder- 
standings of oral messages. 



208 OFFICE PRACTICE AND BUSINESS STYLE 

39 
Describe the Egry Record Register. 

Egry Registers are metal desk or table boxes containing rolls 
of printed paper (ruled as desired) which are exposed upon a 
writing bed by the turn of a crank. They may be used in any 
kind of business to give an original record of a transaction. 
When a sale is made, the salesman makes the entry on the 
exposed blank which is then discharged from the register by 
another turn of the crank and torn off with the carbon copy. 




EGRY RECORD REGISTER 



The carbon copy is given to the purchaser, the original to the 
bookkeeper for entry into the books, and a triplicate copy is 
retained in the register under lock and key as a check upon the 
proper entries in the books and as a record of sales. 

40 

Describe the automatic time recorder. 

Automatic time recorders or clocks are used in business 
houses or factories where many people are employed. Each 
employee is given a numbered card which is inserted in a 
crevice in the clock frame. A lever is then pulled down and 



OFFICE APPLIANCES, DEVICES AND AIDS 209 



the time of entry or exit is automatically recorded on the card. 
At a glance the pay-roll clerk can determine those absent, and 
make arrangements to have their 
duties performed by others. 

4i 

{a) What is the dictaphone? 

(b) Describe it. 

{a) The dictaphone is a ma- 
chine based on the principle of 
the phonograph. The dictator 
dictates his letter to the machine 
on a blank wax record, at any 
time to suit his convenience. 
The letter is then transcribed 
by the typist from the record. 

(b) The dictaphone consists of 
three distinct parts: (a) A re- 
cording, (b) a transcribing, and 

(c) a shaving machine. Each is 
a separate machine. Each part 
is equipped with a device which 
enables the operator to control 
the machine at will. 

1. The recording machine 
consists of a motor 
equipped with a flex- 
ible speaking tube and a 
mouthpiece into which 
the dictator speaks as 
into a telephone at any 
rate of speed. The recording cylinder makes a record 
of everything said. 

2. The transcribing machine is equipped with hearing 




TIME RECORDER 



210 



OFFICE PRACTICE AND BUSINESS STYLE 



tubes. When the recorded cylinder is placed on the 
mandrel (or cylinder) of this machine, the tubes are 
inserted in the ear, and the 
motor is started, the typist is 
enabled to hear clearly and 
accurately every word which 
has been spoken. The speed 
of the machine is controlled by 
a foot pedal. 

The shaving machine consists 
of a sapphire knife which rests 
against the surface of the 
used cylinder, and scrapes off 
the dictated portion of the 
cylinder to any depth desired. 
After being scraped, the cyl- 
inder is again ready for new 
dictation. the dictaphone 




42 

How are corrections made on the cylinder? 

With every record cylinder, a scale card corresponding to a 
similar scale on the mandrel is used. When any change in the 
dictation is desired or an error is to be corrected, a notation of 
the correction is made on the scale card at the same point as 
that indicated by the pointer moving along the record. The 
scale card is then inserted in the record cylinder after the 
completed dictation. The typist, before beginning to type- 
write, removes the scale card and notes the point at which cor- 
rections are to be made. 



OFFICE APPLIANCES, DEVICES AND AIDS 211 

43 
(a) Describe the Hooven Automatic Typewriter, (b) How is it 
operated? (c) Why is it so efficient? 

(a) This is a specially constructed standard typewriter, be- 
neath which is attached the Hooven mechanism, the levers of 




HOOVEN AUTOMATIC TYPEWRITER 



which imitate the finger motions of the human typist and 
operate the typewriter at high speed. 

(b) The perforator, mounted on a stand, has a keyboard 
almost identical to that of a typewriter, and is operated in the 



212 



OFFICE PRACTICE AND BUSINESS STYLE 



same way. On this a stencil similar to the player piano music 
roll is cut. When the stencil has been cut it is placed in the 
Hooven attachment of the typewriter, the current is turned on 
and the letter, in all respects like that done by hand, is run off 




HOOVEN STENCIL CUTTER 



by electricity. Stencils may be filed away after being used 
and copies kept in a loose leaf binder for future reference. 
(c) I. One operator can supervise the work of four Hoovens. 

2. Changes can be made at any point desired. 

3. The finished product does not resemble machine work 
but that of a high salaried typist. 



OFFICE APPLIANCES, DEVICES AND AIDS 213 

.. The letters can be turned out at a great rate of 
speed. 

;. No matching of ribbons for filling in the inside ad- 
dress is necessary, because the work is done on the 
same machine through the same ribbon. 



44 

Explain the use of {a) folding machines, (b) envelope sealers , 
(c) stamping machines, (d) postal scales, (e) check protectors, 
{f) numbering machines. 

(a) Folding machines are used in business houses where the 
outgoing mail is so large that too many clerks would be re- 
quired to fold mail and insert it in envelopes. Machines which 
properly fold letters do this work more rapidly. 

(b) Envelope sealers are machines on which are stacked all 
the outgoing envelopes. Such machines automatically moisten 




ENVELOPE SEALER 



and seal the flaps of the envelopes at the rate of five to six 
thousand in an hour. 

(c) Stamping machines are manufactured to prevent the un- 
authorized use of stamps and to affix stamps more quickly than 
is done by hand. In the Multipost, which is the simplest kind 



214 OFFICE PRACTICE AND BUSINESS STYLE 

on the market, rolls of stamps are inserted. The machine is 
operated upon the envelopes like an ordinary rubber stamp. 




MULTIPOST 



The automatic register shows at a glance the number of stamps 
that have been used. 

(d) Postal scales are machines for weighing parcels. They 
indicate the number of ounces, the parcel post zones, and the 
charge. 

(e) Check protectors are machines which perforate the 
amount on the check or roughen and print the amount in two- 
color acid-proof ink to prevent forgery. 

H-'-T-'s* STssTT^T sl&sET zsrsr r A £5€r «V r r^aTafTv 

(Amount Words Red — Denominations Black) 

(/) Numbering machines are machines similar to rubber 
stamps which print numbers from a steel die. The machine 
may be adjusted to print in succession, or to repeat each num- 
ber once (duplicate) or to print the same number as many 
times as desired. 



OFFICE APPLIANCES, DEVICES AND AIDS 215 

45 

Give different ways in which loose papers may be fastened. 

1. By small metal paper fasteners. 

2. By wire clips of all sizes and shapes. 

3. By spring steel clip binders of different sizes. 

4. By stapling machines which perforate the papers and wire 
stitch them at the same time. 

5. By a "Bump" paper fastener which in a single operation 

"BUMP" PAPER FASTENER 




At cuts a slot and tongue 
into the sheets 

tucks the tongue into 
the slot 

and binds 

all the sheets 

together. 



cuts a slot and tongue into the sheets, tucks the tongue into 
the slot, and binds all the sheets together. 

Name a few other labor-saving devices used in offices. 

Pencil sharpeners, cash registers, check signing machines, 
stencil machines, mail openers, ruled stock cards, Lamson 
carriers, coin counters. 



216 OFFICE PRACTICE AND BUSINESS STYLE 

OFFICE REFERENCE BOOKS 

47 

(a) Name three kinds of directories, (b) What information 
will be found in a city directory? 

{a) Business, Social, Miscellaneous. 

(b) A city directory contains lists of names alphabetically 
arranged of all people over eighteen, names of business firms, 
partners of firms, women in business, officers of corporations, 
and addresses of all the listed names. 

Describe business directories. 

Books of this kind contain the names of all individuals, 
firms, corporations, and partnerships alphabetically arranged 
and classified under suitable headings, so that if the trade, 
occupation, or profession is known other information can 
readily be found. The telephone Red Book is an example of 
this kind. It is limited, however, to the names of telephone 
subscribers only. 

49 

In what book will you find listed the directors and capital of a 
bank, or the partners of a firm? 

This information will be found in Co-partnership and Cor- 
poration Directories which list members of a partnership, 
names of directors of corporations, all manufacturing and in- 
surance corporations, under what state laws they were incor- 
porated, and the amount at which they are capitalized. 

50 
(a) Tell the kind of information to be found in a professional 
directory and (b) name a book of this sort. 

(a) In professional directories will be found the life history 
of the individual, his place of business, and number of similar 
practitioners in the city. 

(b) Polk's Medical Register. 



OFFICE APPLIANCES, DEVICES AND AIDS 217 

5i 

Describe social directories; mention one. 

In these books are listed names of prominent individuals, 
clubs, etc., arranged in convenient form. Dau's Blue Book 
contains an arrangement by names and addresses of people 
living in certain sections of the city, and an additional arrange- 
ment of the streets and street numbers of the same people, so 
that the people are listed twice and may be found by name or 
location. 

52 

{a) What is a thesaurus? (b) Name one such book. 

(a) This is a book similar to a dictionary. It gives the most 
suitable words in which to express a certain idea. While a 
dictionary gives the meaning of words, the thesaurus gives the 
idea and the different ways in which that idea may be ex- 
pressed. 

(b) Roget's Thesaurus. 

53 

(a) Name a number of books of general information, (b) Briefly 
state the kind of information to be found in them. 

(a) 1. Business Journals. 2. Year Books. 3. Atlases. 
4. Cable Codes. 5. Gazetteers. 6. Shippers and Postal 
Guides. 7. Who's Who. 

(b) I. Business Journals give periodical reports on business 

conditions, movements of raw products, supply and 
demand, rise and fall of prices, steamboat and railway 
information, dates when interest, dividends, and 
coupons are payable, etc. 
2. Year Books are published by the government or po- 
litical subdivisions. They give valuable information 
concerning the government, names and addresses of 
office holders, and the commercial situation of the 
country or municipality. 



.218 OFFICE PRACTICE AND BUSINESS STYLE 

3. Atlases are sets of maps indexed and put in book 
form. A consultation of the index will readily locate 
by means of letters and numbers the city, village, or 
town on the map, together with information about its 
population, etc. 

4. Cable codes are dictionaries of code words used in 
the sending of cablegrams, alphabetically arranged 
according to the ideas to be expressed. 

5. Gazetteers are books which give detailed information 
regarding the people in business in every city, village, 
or town. They give the areas, population, principal 
industries and number of people engaged in the dif- 
ferent industries. 

6. Postal and Shippers' Guides contain the names of all 
steamboat landings, post offices, nearest railroad 
station, and United States ports. 

7. Who's Who is a book which gives brief, concise biog- 
raphies of men and women who have become prom- 
inent because of some important achievement in the 
world of science, art, invention, etc. 

54 

What are the purposes of credit rating books? 

Credit rating books are very valuable books for every busi- 
ness man. The two most commonly consulted are Brad- 
street's and Dun's. They give detailed information regarding 
the financial worth and credit standing of all business firms in 
the country, the capital invested, length of time engaged in 
business, bank reports, and the like. A request for additional 
information by subscribers will be followed immediately by 
reports giving the latest information bearing on the credit and 
character of any business house. On the front cover page is a 
key to the symbols found after each business house listed within 
the book. 



OFFICE APPLIANCES, DEVICES AND AIDS 219 



EXERCISES ON REFERENCE BOOKS 
55 

In the reference books given belozv tell (/) when and where 
used; (2) what information is furnished in each book. 

Who's Who 



City Directory 

Business Directory 

Telephone Directory 

Classified Telephone 

The Dictionary 

Mercantile Reference Books 

(Dun, Bradstreet) 
Express Company Guides 
Post Office Guide 
Railroad Guides 



Bullinger's Official Guide 
Thesaurus (Roget, Marsh) 
Newspaper Almanacs and 

Cyclopedias 
Municipal Year Books 
Professional Directory 
Blue Book 

Co-partnership and Corpora- 
tion Directory 



CLASSIFIED DIRECTORY (RED BOOK) 

56 

Find address and telephone numbers of (a) individuals, (b) part- 
nership, and (c) corporation engaged in the following business or 
occupation. 



Fire insurance broker 

Automobile accessories 

Drugs 

Electric motors 

Portable garages 

Builders of homes 

Glove manufacturing 

Publishers 

Realtors 

Carpenters 

Express Companies 

Bakers 



Taxidermists 

Musical instruments 

Jewelry novelties 

Precious stones 

Marine insurance 

Confectioners 

Toys and novelties 

Printers 

Typewriter Manufacturers 

Contractors 

Undertakers 

Men's Clothiers 



220 OFFICE PRACTICE AND BUSINESS STYLE 

TROw's GENERAL DIRECTORY 

57 
Give the occupations of the following persons: 

Percy S. Straus William Kunze, Jr. 

Cleveland H. Dodge Anton Geiger 

James Eichel Richan P. Cotter 

Arthur G. Humphries William E. Waters 

Wm. Usher Parsons Frank Jeanne 

Harry R. Sisson Frank L. Washburn 

Give the names of the following officers: 

Superintendent of Banking, New York State 

County Clerk of Kings County 

Comptroller of the City of New York 

President of the Board of Aldermen 

Presiding Justice of the Supreme Court of the State of New 

York 
President of the University Club 

TROw's BUSINESS DIRECTORY 

58 

Give the names of concerns and their addresses in the Boroughs 
of Manhattan and the Bronx engaged in the following businesses: 

Bird seed An Express Company to 
Borax Newark, N. J. 

Truck covers An Accountant 

Military and naval goods Medical Insurance 

A detective bureau Bookbinder 

who's who 

59 

Give a short biography of: 

Richard Field Maynard William James Mayo 



OFFICE APPLIANCES, DEVICES AND AIDS 221 

CO-PARTNERSHIP AND CORPORATION DIRECTORY 
60 

State whether the following concerns are co-partnerships or cor- 
porations. Give the names of the officers and their respective 
positions: 

National Sulphur Company 

S. S. McClure Company 

R. H. Macy & Co. 

John S. Berger & Company 

National Protective Association 

National Lunch Company 

O. K. Realty Company 

F. B. Q. Clothing Company 

Underhill, Clinch & Company 

Lord & Taylor 

Give the business addresses of the following companies: 
O'Connor, Newman Company 
Gatti-McQuade Sons 
Eagle Pencil Company 
Ware River R. R. Co. 
New York Telephone Company 
J. P. Morgan & Company 
M. Seidenberger Sons 
The Gregg Publishing Company 
Standard Table Oil Cloth Company 
Hearns 
Kuhn, Loeb and Company 

RAILWAY GUIDES 

61 

Give new names or name of operating company of the follozving 
roads: 

Sullivan County Taunton Branch 

Tennessee and Alabama South Jersey 



222 OFFICE PRACTICE AND BUSINESS STYLE 

State on what railroads the following stations are found: 
Ardmore, Pa. Chester, Pa. 

Vera Cruz, Mex. Wilmington, Del. 

Portland, Me. Portland, Ore. 

Newburgh, N. Y. Tacoma, Wash. 

Solic, Mex. Atlanta, Ga. 

Princeton, N. J. 

Oyster Bay, N. Y. 

Spring Valley, N. Y. 

Little Rock, Ark. 

UNITED STATES POSTAL GUIDE 
62 

Give the location {county and state) of the following post offices: 

Moreno — Zwingle — Montera — Kukaiau — Fountain Run — 
Cuzzart — Duplessis — Paconic — Vistillas — Verdery — Pecan 
Gap — Blansett — Betterton — Shan — Mennford — Newnata 
— Neligh — Lock No. 3. — Lostant — Diorike — East Winn — 
Quidnunc — Satus. 

In California, how many post offices begin with the letter Q? 

How many stations in the Canal Zone? 

In Delaware, name the only station beginning with Y. 

How many stations in Guam? 

How many independent stations in the District of Columbia? 

Nevada, Story County, name stations. Name post offices 
in these counties: Massachusetts, Nantucket; Georgia, Ben 
Hill; California, Alpine; Iowa, Ida; Louisiana, West Carroll; 
Texas, Briscoe; Wisconsin, Pepin; Kansas, Comanohe. 

ALMANACS 

63 

Indicate the page or pages upon which the following information 
may be obtained: 

Assembly Districts, Brooklyn 
Congressional Districts, New York County 



OFFICE APPLIANCES, DEVICES AND AIDS 223 

Hotels, Restaurants, Brooklyn 

National Banks, New York 

Presidents of the United States 

Private Schools, Manhattan 

Public School system, New York 

Parcel Post System 

Taxpayers' Information 

Weather and Temperature Signals 

Aldermanic Districts, the Bronx 

Civil Service Information 

Musical Societies 

National Cemeteries 

Piers, Manhattan and the Bronx 

Longest Rivers 

Statues, Monuments, Manhattan 

Societies and Associations 

United States Government 

64 

Give the specific information called for: 

Situation of: Hotels Chatham and Prince George, New York 

What is the area in square miles of Alaska? Ohio? 

What are the pay days at the Museum of Natural History? 

Population of City of Scranton, Pa., in 1919? 

Name and annual salary of President of the Board of Aldermen 

Situation of Engine Company No. 38 

Panama Canal, cost to date 

Life Saving Service, value of property saved 

Postmaster, New Rochelle, New York: name and salary 

Where is Trafalgar Place? 

Height of Woolworth Bldg. and Singer Bldg., Manhattan 



CHAPTER VIII 
Alphabetizing 



What is meant by {a) the dictionary arrangement; (b) the direc- 
tory arrangement? 

(a) By the dictionary arrangement is meant alphabetizing 
strictly to the very last letter in the word. When the same 
general name is used, all cards are arranged under the general 
name and alphabetized dictionarily under the adjective. 

(b) The directory arrangement of alphabetizing is used with 
names of persons, firms, and institutions. Under this method 
the names of individuals are separated from the names of part- 
nerships, corporations, and institutions. The surname is placed 
first, followed by the given name and then the rest of the name. 



When surnames are identical, give the guiding principles that 
will assist in the proper directory arrangement of the names for a 
telephone book. 

i. Words like Co., Mrs., Miss, & are not considered in alpha- 
betizing. 

2. Alphabetize the occupations when no initials are given 
and these precede the names with initials. 

Ex. Dr. Smith will precede Smith without initials. 

3. Follow this with initial A. 

4. When single initials are the same, those without occupa- 
tion precede those with occupation. 

Ex. A. Smith precedes A. Smith, electrician. 
224 



ALPHABETIZING 225 

5. When no occupations are given, the alphabetical resi- 
dence street governs. 

Ex. Smith, A., Boston Road precedes Smith, A., 

Prospect Ave. 

• 

6. Single initial A is followed by two initials, initial and 
middle name (first being A), and three initials. 

Ex. Smith, A.; Smith, A. B.; Smith, A. E.; Smith, A. 
Edward; Smith, A. F. H.; Smith, A. G. 

7. First name having same initial letter is next in order. 

Ex. Smith, Adam; Smith, Agnes; Smith, A., Trucking 
Co. 

8. This is followed by partnership names having the same 
surname alphabetically arranged. 

Ex. Smith and Alexander, Smith & Liston, Smith & 
Whitehall. 

9. Lastly, the possessive follows the partnerships. 

Ex. After Smith & Whitehall, comes Smith's Overall Co. 

3 

Alphabetize the following names, directory style: 

Roberts, A. D. Roberts, G. H. 

Roberts & White Roberts, Alex B., Real Estate 

Roberts, A. E. Roberts, A. E., Trucking 

Roberts, Frank Roberts, S. Raymond 

Roberts, S. J. Roberts & Cochran 

Roberts, A. Percy Roberts Specialty Co. 

Roberts Safety Tub Boiler Co. Roberts, Mrs. G. 

Roberts, Miss A. R Roberts, F. W. 

Roberts, S. W. Roberts, Alex. B. 

Roberts, Wm. S. Roberts, Frederick 

Roberts & Co. Roberts, Alfred W. 



226 



OFFICE PRACTICE AND BUSINESS STYLE 



Answer: 
Roberts, A. D. 
Roberts, A. E., Trucking 
Roberts, A. E. 
Roberts, A. Percy 
Roberts, Miss A. R. 
Roberts, Alex B., Real Estate 
Roberts, Alex B. 
Roberts, Alfred W. 
Roberts, F. W. 
Roberts, Frank A. 
Roberts, Fredk. 



Roberts, Mrs. G. A. 

Roberts, G. H. 

Roberts, S. J. 

Roberts, S. Raymond 

Roberts, S. W. 

Roberts Safety Water Tub 

Boiler Co. 
Roberts Specialty Co. 
Roberts, Wm. S. 
Roberts & Cochran 
Roberts & Co., Real Estate 
Roberts & White 



The alphabetic file in your office has the following subdivisions: 
Ba-Bar, Bas-Baz, Be-Bh, Bi-BU Bo, Bra-Bry, Bu-By. De- 
termine the guides behind which the following names should appear: 



I. 


Buehler 


9- 


Bursin 


17. 


Blakeman 


2. 


Behenson 


10. 


Butler 


18. 


Barnes 


3- 


Blaut 


11. 


Board of Audit 


19. 


Bennett 


4- 


Bergman 


12. 


Bunning 


20. 


Britman 


5- 


Black 


13. 


Byezak 


21. 


Broughton 


6. 


Billings 


14. 


Bohler 


22. 


Bay lis 


7. 


Bryant 


15. 


Baumwald 


23- 


Burgar 


8. 


Burger 


16. 


Byron 


24. 


Barker 



s 

Determine behind which of the following guides the names are 
to be placed: 

Haa-Haf, Hag-Ham, Han-Har, Hav-Haz, Hea-Hem, Hen- 
Hez, Hi, Hoa-Hol, Hom-Hoz, Hifc-Hy 



ALPHABETIZING 



227 



Handwerger 


Hellar 


Hest 


Harvey 


Holthusen 


Hurley 


Hoffman 


Herman 


Hyms 


Hunger 


Hirsch 


Hershkowitz 


Hymen 


Hauser 


Hellman 


Habersack 


Hausier 


Hagan 


Hansent 


Hochman 


Horn 


HoroWitz 


Haas 


Halpern 




Hawthorne 





EXERCISES IN ALPHABETIZING 



Arrange alphabetically the following names for a telephone 
directory: 

Allen Trucking Co 115 W 30 

Allen Rev Arthur H 156-5^1 av 

Allen A A r 133 Lenox av 

Allen Mrs AO r 175 W 58 

Allen Allen Allen real estate 2987 Webster av 

Allen B F Co 417 Canal 

Allen A A collections 233 Bway 

Allen A J r 781 Elsmere pi 

Allen Addison lawyer 150 Nassau 

Allen A A mfrs agent 39 Cortlandt 

Allen Advertising Agency 347-5^ av 

Allen Auto Specialty Co 26 W 61 

Allen Augustus H r 206 Bedford Pk blvd 

Allen Adelbert B MD r 717 W 177 

Allen A H r 103 E 10 

Allen Mrs A M r 175 W 58 

Allen Augustus N archt 2 W 45 

Allen Andrew W 15 Day 

Allen A L chiro 1416 Bway 

Allen Miss Abbie R r 839 Mad av 



228 OFFICE PRACTICE AND BUSINESS STYLE 

Allen A Rushton ins 149 Bway 
Allen Alexander carver 102 1-3 d av 
Allen A W worm mdcns 545 Grand 
Allen B L 60 Bway 

7 
Barton Richard r 221 W 20 
Barton Miss M r 2876 Bailey av 
Barton & Durstine Co advtg agts 25 W 45 
Barton W S 19 Liberty 
Barton Harry S rl est 1059 Ogdn av 
Barton Miss Theresa r 160 Wvrly pi 
Barton Patrick F r 141 W 90 
Barton Mfg Co stmps stncls 87 Duane 
Barton Joshua L physician 117 E 61 
Barton Fredk 339 W 43 
Barton Dwight J r 72 W 102 
Barton Press 56 W 24 
Barton Walter E ins 233 Bway 
Barton Romper Co 2 E 30 
Barton Frank r 108 King 
Barton Mrs Lucy A r 161 W 97 
Barton Todd 382 Wadsworth av 
Barton Jos genl agt 46 Cedar 
Barton Horace W monuments 343 E 233 
Barton Mrs L J r 250 W 84 
Barton Miss I r 43 W 12 
Barton Mrs M r 732 E 223 
Barton Mrs H r 164 W 116 
Barton Miss Catherine C r 160 Wvrly pi 

8 
Victor Benj 70 E 119 
Victor Knitting Mills 3 E 14 
Victor Jacob 22 W 113 



ALPHABETIZING 229 

Victor Express 55 Harrison 
Victor Iron Works Inc 1106 Brook av 
Victor Adding Machine Co 39 Cortlandt 
Victor Cloak & Suit Co 155 W 34 
Victor Hugo 5 Nassau 
Victor Garment Co 1161 Bway 
Victor Electrical Testing Co 621 B way- 
Victor Box Co 43 Exchange pi 
Victor Auto Tire Co 301 W 55 
Victor Hat Frame Co 29 W 38 
Victor Frank 2434 Cambrelling av 
Victor Animatograph Co 90 West 
Victor Balata & Textile Belting Co 38 Murray- 
Victor Iron Supply Co 4077 Park av 
Victor Chemical Works 95 Liberty 
Victor Cloak Co 83 Grand 
Victor Clothing Co 35 Bond 
Victor-Ford Transmission Mfgs 250 W 54 
Victor Cycle & Auto Co Inc 320 W 48 
Victor Electrical Corp 131 E 23 
Victor Baking Co 1426 St Nicholas av 
Victor L 736 E 152 

9 
Lewis Saml 417 E 85 

Lewis Shepard Co 261 Bway 

Lewis Victor 204 W 23 

Lewis Mrs Tillie 214 W 28 

Lewis Mrs Tousley 46 W 93 

Lewis Thomas 39 Cortlandt 

Lewis Miss W R 83 Washn pi 

Lewis Thos 9 Church 

Lewis Sollie 601 W 115 

Lewis Sheldon 564 Riverside dr 

Lewis Thos 235— 5th av 



230 



OFFICE PRACTICE AND BUSINESS STYLE 



Lew 
Lew 
Lew 
Lew 
Lew] 
Lewi 
Lew 
Lew 
Lew 
Lewi 
Lewi 
Lew 
Lew 
Lew 



s St Live Poultry 181 Lewis 

sMrsWT 136 W 116 

s Thos 235 W 71 

s Semon 210 W no 

SWW527W 116 

s Wm B 40 Wall 

s Wm H 215 W 91 

s Wm 120 Bway 

s & Boardman 91 William 

s Z 128 Bible House 

s & Co 129 E 34 

s Wm 236 E 178 

s Wm 1475 Bway 

s & Hill 54 Mdn Lane 



ARRANGEMENT OF NAMES ON FOLDERS FOR FILING 

10 

1. Invert proper names, considering the surname first, then 
the first name or initial. 

2. When an individual's name is embodied in a firm name, 
consider first the surname of the individual, then his first name 
and initials, and finally the rest of the firm name. 

Ex. George F. Graves Graves, George F. 

Ex. Henry A. Loeb & Co Loeb, Henry A., & Co. 

In other firm names, corporations and institutions, etc., 
names are arranged as written. 

Ex. Central Railway of New Jersey as written, 

filing first by Central. 

3. An initial always precedes a name beginning with the 
same initial. 

Ex. Samson, H. J., is placed before Samson, Henry A. 

4. Names spelled as two words are treated as one. This 
covers prefixes as La, Le, De, Von, etc. 

Ex. de Garmo degarmo. 



ALPHABETIZING 231 

5. M', Mac, Mc when filed in strictly alphabetic order 
would be M'Donald, MacQuade, McGlynn. Generally sepa- 
rate guides are provided for "Mc" and it is best to follow them 
in whatever order they appear. 

6. Hyphenated and compound names and words are prefer- 
ably treated as separate words. 

Ex. Johns-Manville JOHNS-Manville. 

7. When one name occurs with different addresses, an alpha- 
betic arrangement according to towns is maintained. 

Ex. Western Electric Co., Boston. 

" " Manchester 
" " Sitka. 

8. Abbreviations are always treated as though spelled in full 
and alphabetized accordingly. 

Ex. No Number. 

9. Titles such as Dr., Mrs., Miss, Prof., should be inclosed 
in parentheses and disregarded in filing, unless names are 
identical. In such cases, the name without the title precedes 
the one with the title. 

Ex. Brown, John Brown, John (Dr.) 

io. t The titles Jr., Sr., 1st, 2nd, should be treated as part of 
the name and not put in parentheses. 

Ex. Abbott, Lyman, Jr. Hubbard, Elbert, 2nd. 

11. Names or titles beginning with numbers should be filed 
as though the numbers were spelled out in full. 

Ex. 7th Regiment should be filed as if it were Seventh 
Regiment. 

12. Names of organizations beginning with the name of an 
individual are indexed both ways. Correspondence is filed 
under surname and cross referenced under given name. 

Ex. George Washington High School Washington, 

George, High School. 



232 OFFICE PRACTICE AND BUSINESS STYLE 

13. When the address has more than one number, index by 
the lowest number. 

Ex. Hoe Printing Company, 84-86-88 Grand Street, 
Pittsburgh, Pa.; should be Hoe Printing Company, 
84 Grand Street, Pittsburgh, Pa. 

14. Government papers and letters are divided into three 
classes: 

1. Federal Government. This covers the executive de- 
partment of the United States, with headquarters at 
Washington, D. C. These departments are alpha- 
betically arranged under " United States," "Dep't 
of," "Bureau of," "Chamber of," etc., and are placed 
after word or phrase they modify in parentheses. 

Ex. Department of Agriculture U. S. Agri- 
culture (Dep't of). 
The bureaus or divisions of these departments would 
be alphabetized under the name of the department. 
Ex. Weather Bureau, Bureau of Animal Industry, 
and Patents Bureau, Bureau of Chemistry, of 
the Department of Agriculture U. S. Agri- 
culture (Dept. of). 

Animal Industry (Bureau of) 
Chemistry (Bureau of). 
Patent Office. 
Weather Bureau. 

2. State government. Papers pertaining to the state 
government should be filed under the name of the 
state in question. 

Ex. State of New York, Commonwealth of Penn- 
sylvania New York, State of, Pennsylvania,, 

Commonwealth of. 

3. City government. Papers pertaining to the city 
government should be filed under the name of the city* 

Ex. City of New York New York, City of. 



ALPHABETIZING 233 

The bureaus, departments, etc., of states and cities should 
be alphabetized under the proper states and cities as in the 
case of Federal correspondence. 

15. Where the names of publishers or persons financially 
responsible for magazines or periodicals, are known, corre- 
spondence should be filed under these names with a cross refer- 
ence under the name of the periodical. 

Ex. New York Times. See Adolph Ochs. 

11 

Alphabetize and arrange the following names as they should ap- 
pear on folders in a file: 

(a) 

Dumont Engineering Co. H. William Graves 

6th Regiment James Wilson 

Cuba Railway Co. Brokers' Ins. Exchange 

The B. & C. Co. Howard D. Graves 

James E. Macdougal & Co. Gastonoby, Francois 

H. W. Johns-Manville Co. Dr. Alfred Dubois 

Western Fishing Co., Boston McKean & Daglia 

Western Fishing Co., Atlanta Happiness Candy 

Western Fishing Co., Glovers- Seton Thompson Woodcraft Co. 

ville B. Altman & Co. 
Western Fishing Co., Boise City Bureau for Safe Transporta- 
Department of Commerce, tion of Explosives 

Washington, D. C. 

(a) Answer: 

Altman, B. & Co. 

B. & C. Co. (The) 

Brokers' Insurance Exchange 

Commerce, Department of, Washington, D. C. 

Cuba Railway Co. 

Dubois, Alfred (Dr.) 



234 OFFICE PRACTICE AND BUSINESS STYLE 

Dumont Engineering Co. 

Explosives, Bureau of, Safe Transportation 

Gastonoby, Francois 

Graves, H. William 

Graves, Howard D. 

Happiness Candy 

Johns-Manville, H. W. Co. 

McKean & Daglia 

Macdougal, James E. & Co. 

Sixth Regiment 

Thompson, Seton Woodcraft Co. 

Western Fishing Co., Atlanta 

Western Fishing Co., Boise City 

Western Fishing Co., Boston 

Western Fishing Co., Gloversville 

Wilson, James 

12 

Arrange for alphabetic folders and alphabetize the following 
names: 

Howard & Price Trenton, N. J. 

The Hicks Brothers Harrisburg, Pa. 

Johnson & Johnson Camden, N. J. 

Rankin K. Post & Co. Shamokin, Pa. 

Watkins Hardware Co. Lancaster, Pa. 

T. C. Waterbury Beaver Falls, Pa. 

Drake & Weston Atlantic City, N. J. 

Lansing & Thorpe Dover, Del. 

Jordan & French Baltimore, Md. 

Wallace & Smith Wilmington, Del. 

Dyer, Smith & Cutter Chester, Pa. 

Miner, Lyttle & Co. Allentown, Pa. 

Haskell, Tobey & Co. Altoona, Pa. 

Bennett & Farrall Wilkes-Barre, Pa. 



ALPHABETIZING 235 

13 

Arrange the following lists of names and addresses in alphabetic 
order according to {a) firm name, (b) city, (c) state, (d) geographical 
divisions: 

Cokeville Mercantile Co., Cokeville, Wyo. 

The Narrow Fabric Co., Reading, Pa. 

Herbert & Huesgen Co., New York, N. Y. 

The Waterbury Paper Box Co., Waterbury, Conn. 

Bird & Son, Hamilton, Ont., Canada 

John Hassal, Inc., Clay and Oakland Sts., Brooklyn, N. Y. 

Hardman & Peck, Pittsburgh, Pa. 

F. A. Straus & Co., New York, N. Y. 

Moore Hardware and Implement Co., Moore, Mont. 

Scandia Coal Co., Madrid, la. 

The Bancroft-Marty Feed and Prod. Co., Trinidad, Colo. 

Union Bleaching and Finishing Co., Greenville, S. C. 

Joseph Wild & Co., Green, Provost, and Freeman Sts., Brook- 
lyn, N. Y. 

John C. Wiarda & Co., Green, Provost, and Freeman Sts., 
Brooklyn, N. Y. 

W. L. McKinnon & Co., McKinnon Bldg., Toronto, Ont., 
Canada 

St. Louis Plate Glass Co., Valley Park, Mo. 

Reymer & Bros., Pittsburgh, Pa. 

Colorado Supply Co., Coal Creek, Colo. 

S. A. Rathbun's Department Store, Pontiac, 111. 

G. C. Willis, Wholesale and Retail Dry Goods, Champaign, 111. 
E. J. Wile & Co., New York, N. Y. 

The H. F. Norton Co., Seattle, Wash. 
North Adams Show Company, North Adams, Mass. 
The Oxford Knitting Co., Woodstock, Ont., Canada 
Fondeville & Van Iderstine, New York, N. Y. 
The Hamilton Foundry & Machine Co., Hamilton, Ont., 
Canada 



236 OFFICE PRACTICE AND BUSINESS STYLE 

14 

Arrange these names for folders of a filing cabinet and al- 
phabetize: 

The Taylor and Boggis Foundry Co., Cleveland, Ohio 

Henry Disston & Sons, Philadelphia, Pa. 

The White Mt. Freezer Co., Nashua, N. H. 

Suplee Hardware Co., Philadelphia, Pa. 

Girard Wrench Mfg. Co., Girard, Pa. 

Arcade Mfg. Co., Freeport, 111. 

Reading Hardware Co., Reading, Pa. 

Enterprise Mfg. Co., Reading, Pa. 

Sargent & Co., New Haven, Conn. 

Philadelphia Lawn Mower Co., Philadelphia, Pa. 

Quality Stove & Range Co., Belleville, 111. 

The H. C. Cook Co., Ansonia, Conn. 

National Mfg. Co., Sterling, 111. 

E. C. Atkins & Co., Inc., Indianapolis, Ind. 

Colt's Mfg. Co., Hartford, Conn. 

Gray & Dudley Hardware Co., Nashville, Tenn. 

The Bridgeport Hardware Mfg. Corporation, Bridgeport, 

Conn. 
Simonds Mfg. Co., Philadelphia, Pa. 
H. H. Mayhew & Co., Cleveland, Ohio 
Novelty Iron Works, Sterling, 111. 

15 

Arrange for alphabetic folders and alphabetize the following 
names: 

Russell K. Wise & Co. Scranton, Pa. 

Kelly Hardware Co. Williamsport, Pa. 

Morrison, Fisher & Co. Newark, N. J. 

Louis Randall Altoona, Pa. 

Cooke, Starritt & Co. Newark, N. J. 

Hunter & Chandler Millville, N. J. 



ALPHABETIZING 



237 



Churchill Hardware Co. 
King & Sibley 
F. C. Kenyon 
H. P. Osborne 
Frederick E. Carter 
Gunby & Co. 
Thompson & Fletcher 
Trimmer & Giddings 
Slack, Mumford & Co. 
Beverley, Hawkes & Co. 
Ayres & Hunter 
Scott, Barnes & Co. 
Barker Hardware Co. 



Lebanon, Pa. 
Johnstown, Pa. 
Philadelphia, Pa. 
Bridgeton, N. J. 
Cumberland, Md. 
Hagerstown, Md. 
Martinsburg, W. Va. 
Milford, Del. 
Annapolis, Md. 
West Chester, Pa. 
Morristown, Pa. 
New Brunswick, N. J. 
Easton, Pa. 



CHAPTER IX 

Course of Study and Syllabus for Office Practice 

Classes 

(Based on five periods per week) 

i. Formal Parts of a Letter 

2. Incoming Mail 

3. Problems in Taking Dictation 

4. Typewriter Standards for Proper Transcription 

5. Postal Information 

6. Manifolding, Duplicating, and Copying 

7. Commercial Terms and Abbreviations 

8. Filing Systems and Indexing 

9. Telephony and the Switchboard 

10. Office Appliances and Devices 

11. Telegrams, Cablegrams, and Code Systems 

12. Commercial Papers and Forms 

13. Reference Books and Guides 

14. Manuscript Correction and Proofreading 

15. Keeping a Scrap Book and Easy Indexing 

16. Business Ethics and Deportment 

17. Applying and Securing a Position 

First Week 

OUTGOING MAIL — THE FORMAL PARTS OF A BUSINESS LETTER 

Stationery — kinds 
Sizes: 8^"x 10" 

%W x 5" or 6"— noteheads 
half size 

three-quarter size 
238 



COURSE OF STUDY AND SYLLABUS 239 

1. The heading 
Content 

Difference between an individual, a copartnership, and 
a corporation 

2. The date 

3. Introductory name and address 
Titles 

Method in official or formal letters 

4. Salutations 

5. Body of a letter 

6. Complimentary close 

7. Signatures 

8. Initials 

9. Noting inclosures 

10. Superscriptions 

Return card 

Spacing 

Name line 

Official postal regulations: 

Business building, Room 1013, 

Equitable Bldg. 
Document envelopes 
Window envelopes 

11. Use of single, double, and triple spacing. 

12. Keying — pivoting — subject — attention of. 

13. Kinds of typewriter ribbons: 

Record-for legal 
Copying 
Bichrome 
Hectograph 

14. Folding of commercial and legal paper 



2,40 OFFICE PRACTICE AND BUSINESS STYLE 

Second Week 

INCOMING MAIL 

I. Opening Mail 

A. Usually a mail clerk 

1. What he must know 

(a) Different departments 

(b) Names of interested parties, or 

(c) Numbers by which the departments are 
known 

2. Sometimes 

(a) Mechanical devices for the stenographer 
1. Envelope openers 

(a) Care of contents 

II. Examining the Contents 

A. Checking inclosures 

1. Money inclosures 

{a) Comparing amounts 

2. General inclosures 

(a) Catalogue, etc. 

B. Looking for signature 
1. Attaching envelope 

C. Digest of contents 

1. Numbering 

2. Necessary rotations 

III. Sorting for Distribution 
A. Small 

1. Letters for immediate reply 

2. Letters requiring additional information 



COURSE OF STUDY AND SYLLABUS 



241 



B. Large mail 





{a) Sales 




(b) Shipping 




(c) Credit 


I. Ex. Mfg. Firm < 


(d) Purchasing 




(e) Accounting 




(/) Office Manager 




(g) Correspondence 


Enormous mail 


1. Rack for different departments 



c. 



2. Wire baskets 

IV. Dating Mail 

A. Mechanical devices 

1. Rubber-stamp dating 

2. Clock dating 

V. Systematizing 

A. How accomplished with Incoming mail 
1. Desk arrangement — chart 

B. Tools and Materials 



1. 

2. 

3- 
4- 

5- 

6. 

7. 



Mail openers 

Clips, fasteners, pins 

Glue and paste 

Rubber stamps of all sorts 

Pencils 

Waste basket 

Pads for notes 



Third Week 

TAKING DICTATION 

Personal Qualities of the Stenographer 
A. Accuracy — most important 
1. Value of — saves reading 



242 OFFICE PRACTICE AND BUSINESS STYLE 

2. Agreeableness 

(a) Courtesy 

(b) Cheerfulness 

3. Trustworthiness 

(a) Position of confidence 

(b) No gossip about office matters 

4. Judgment 

(a) Work not mechanical 

(b) Ability to detect errors 

5. Proper deportment 

(a) Always businesslike 

6. Absolute knowledge in matters of 

(a) Punctuation 

(b) Spelling 

(c) Capitalization 
II. Preparedness 

A. Books, pencils, sharpeners 

B. Readiness to respond 

1. First blank page 

C. Desk slide, chair pulled up 

D. "Getting" the dictation 

III. Mannerisms 

A. Interest in matter dictated 

B. During pauses in dictation 

C. Questioning incoherent statements 

D. Nervous habits 

1. Staring, trumming, finger nail examination 

IV. Mechanics of the Notebook 

A. Special instructions 

1. Note in longhand 

B. Dating and numbering notebook — Chart 
C Day's work 

1. First blank page 

2. Dating day's work 



COURSE OF STUDY AND SYLLABUS 243 

D. Spelling of correspondents' names 

E. Cancellation of notes transcribed 

F. Book of form letters 

1. Numbered and handy 

V. Editing Dictation 

A, Good dictator 

1. Getting consent for changes 

B. Poor dictator 

1. Change language for proper expression 

VI. Estimating Notes 

A. For line length 

B. For letter length 

C. For artistic display 

Fourth Week 

TYPEWRITER STANDARDS FOR PROPER TRANSCRIPTION 

I. Arrangement of Tools and Materials 

A. Materials needed 

1. Large letterheads (first and seconds) 

2. Half-size letterheads 

3. Stamped envelopes 

4. Tissue sheets 

5. Carbons — two sizes 

6. Wire trays 

B. Layout of materials 

I. In drawers 

{a) Upper right hand 

1. Tissue sheets 

2. Letter heads 

3. Carbon supply 

4. Telegram blanks 

5. Inter-office letterheads 



244 OFFICE PRACTICE AND BUSINESS STYLE 

(Jb) Lower right hand 

1. Envelopes 

2. Inclosures 

3. Pins and clips 

4. Erasers and bands 
(c) Left hand 

1. Letters to be answered 

2. Miscellaneous supplies — ribbons 

3. Personal belongings 

2. On top of the desk 

(a) Eraser tied to typewriter 

(b) Wire tray for 

1. Addressed < nvelopes 

2. Finished letters 

(c) Left wire tray for copies 

(d) Memorandum pads 

(e) Stenographer's notes 

II. Procedure for Work 

A. Envelopes addressed first 

1. Insertion in machine — flap down toward you 

B. Carbon insertion 

1. One or more copies — method 

C. Spacing for " Artistic display " 

1. Single, double, triple 

2. Margins, paragraphs 

3. Pivoting; subject, attention of 

4. Forms of dating 

5. Pyramid, block form 

6. Initialing 

D. Care of inclosures 

E. Second sheet letters — arrangement 

F. Manuscript covering and backing 



COURSE OF STUDY AND SYLLABUS 245 

G. Rules for writing figures 

1. Abbreviations 

2. Spelling 

3. Use of dictionary — alphabetization 
III. Necessary to Good Work 

A. Prevent uneven coloring 

1. Care of type 

B. How to erase 

1. On originals 

2. On carbon copies 

C. Care of machine 

1. Cleaning and oiling 

D. Avoidance of strike-overs 

Fifth Week 

POSTAL INFORMATION 

I. Money Order Division 

A. Domestic 

1. Application — to #100 

2. Procedure in case of loss 

3. How long valid — procedure 

B. International 

1. Same as domestic — large, pink 
II. Registry System 

A. Advantages 

B. Procedure 

C. Claims for indemnity 
III. Dead Letter Office 

A. What is "dead matter " 

B. Treatment of mail 

1. Opened, returned or destroyed 

2. Merchandise, sold at auction 

C. Procedure for recovery 



246 OFFICE PRACTICE AND BUSINESS STYLE 

IV. Special Delivery 
A. Expeditious 

1. Cost — additional to postage 

2. Delivery time 

V. Parcel Post 

A. Zones — eight 

B. C. O. D. packages 

VI. Division of Mail Matter 

A. First Class 

1. Written and sealed — postals (2^ an oz.) 

B. Second Class 

1 . Periodicals (1 £ for 4 oz.), Publishers (1 ff a lb.) 

C. Third Class 

1. Paper, printed matter (iff for 2 oz.) 

D. Fourth Class 

1. Small mdse. (i«f an oz.) 

2. Other mdse. under parcel post rates 

E. Unmailable Matter 

1. Destructive, overweight (4 lbs.), lottery, 
scurrilous, defamatory 

F. Stamps, stamped envelopes, postals 

1. Return card 

(a) Ordinary 

(b) Special 

2. Redeemable 

G. Privilege of recall after mailing 

1. Upon application 
H. General Delivery 

1. Drops 
/. Foreign mail 



COURSE OF STUDY AND SYLLABUS 247 

Sixth Week 

MANIFOLDING AND DUPLICATING 

I. Methods of Manifolding — Material Required 

A. Carbons (see fourth week) two to ten copies 

B. Hectograph to 50 copies 

1. Preparation 

{a) Gelatine pad 

(b) Copying ribbon or hectograph ink 

(c) Heavy bond paper for master copy 

2. Procedure 

(a) Sinking master impression — time 

(b) Making copies 

(c) Disposing of original 

3. Advantages and disadvantages 

C. Mimeograph or Neostyle to 5000 copies 

1. Required stencils — Principle of mnfr. 

(a) Autographic 

(b) Wax stencil 

(c) Dermatype stencil 

2. Placing on machine for printing ( # 78) 

(a) Removing backing 

(b) Button holes against backing 

(c) Smoothing wrinkles 

(d) Inking pad from inner fountain 

(e) Adjusting for different size and thickness 
(J) Raising or lowering print 

(&) Cyclometer for registering quantity 
(h) What to do in case of trouble 

1. Stop immediately 

2. Release the pressure 

3. Complete the revolution 
(i) Automatic feeder 



248 OFFICE PRACTICE AND BUSINESS STYLE 

Z). Multigraphing for indefinite number 

1. Compotype 

(a) Channelled supply drum 

(b) Printing channelled drum 

E. I. Spacing for cards 

2. Marginal bands 

3. Clips for short lines — tool 
2. Printer — power or hand 

{a) Fastening of drum 
{b) Proofing through carbon 
1. Making corrections 

(c) Adjustment of ribbon 

1. Ribbon lever 

(d) Letter placing tool 

1. Lowering and raising 

2. Margin adjustment 

(e) Cyclometer 

(/) Reverse to mimeograph turn 

1. Handle always down 
(&) Type pressure regulation 

F. Printing — indefinite number of copies 

(a) Generally outside of office 

Seventh Week 

COPYING 

Necessity for keeping a copy of outgoing mail. 
Statute of Limitations 

Six years — Contract under seal — 20 years 

Methods: 

1. Carbon copy 

2. Letter press 

3. Rapid Roller Copier or Roneo 



COURSE OF STUDY AND SYLLABUS 



249 



Letter press: 

1. Defects of the carbon copy as an office record 

2. Demonstration of the letter press 

(a) Oil boards 

(b) Moistening clothes or brush. 

3. Care of the letters and the book after the copying 

4. Indexing the letter press book 

5. Cross-referencing the letter press book 

6. Where the letter press is used 

7. Advantages and disadvantages of Carbon, Roller Copier, 

and Letter Press: 



Advantages 
Carbon Copy: 

1. All copies are made at the 
same time. 

2. Ready for last mail. 



3. It is a facsimile of the 
original. 

4. Cheap. 

Roller Copier: 

1. In case extra copy is need- 
ed, one can be made with- 
out writing over the ori- 
ginal. 

2. You can make as many 
copies as you need. 

3. Saves time for stenogra- 
pher, as the office boy can 
do all this work. 



Disadvantages 

1. Much time is lost in cor- 
recting errors. 

2. In case five or six copies 
are made, the last few 
copies are faint. 

3. Changes in the original 
are often omitted from 
carbon copies, and 
trouble arises when copy 
is referred to in future. 

1. Very often not ready for 
the last mail. 



2. Operation must be re- 
peated for each copy. 



l 5° 



OFFICE PRACTICE AND BUSINESS STYLE 



4. All changes in the original 
appear in the copy. 

5. Cheap. 

6. Exact facsimile. 

Letter Press: 

1. The copy is fixed. 

2. Both an alphabetical and 
a chronological index. 

3. Have a copy of the signa- 
ture. 

4. Is a better form of evi- 
dence. 



1. Is slow. 

2. Danger to the original. 

3. The correspondence of 
one concern is scattered 
in many places. 



Eighth Week 

FILING AND INDEXING 

A. Theory and evolution of filing 

1. What constitutes a good filing system: 

(a) Papers must go back to the files as quickly as 

possible. 

(b) Papers must file easily 

(c) Papers must be found quickly 

(d) Papers must be suited to the particular needs 

of the business. 

2. Filing 

(a) Flat 

(b) Vertical 

3. Indexing 

(a) Alphabetic 

(b) Geographic 

(c) Numeric 

(d) Topic 

(e) Chronologic 
(/) Historic 



COURSE OF STUDY AND SYLLABUS 



251 



B. Difference between filing and indexing 

1. Flat — Spindle 

Box File; Shannon; Perforator; Loose Sheet 

2. Vertical — Simple alphabetic 

Requirements: Cabinet of filing drawers; Folders 
— kinds; Guides; Rod projection 

C. Correspondence Filing 

1. Sorter or distributor 

2. Cross reference sheets 

3. Out guides 

4. Substitution cards 

5. Alphabetic guides 

(a) Single notation 

(b) Double notation 

6. Direct alphabetic filing 

D. Numerical Filing 

1. Accession Book 

2. Card index 

3. Cross-reference 

4. Duplex numerical system 

E. Filing of Bills and Invoices 

1. Advantages and disadvantages of numerical filing 

F. Automatic Filing 

G. Geographic Filing 

H. Follow-up System 

1. Correspondence file 

2. Card index 

3. Desk tickler 

/. Subject Filing 

1. Duplex numeric 

2. Dewey decimal 

/. Transferring 



252 OFFICE PRACTICE AND BUSINESS STYLE 

K. Filing of Catalogues, Law Records, Blue Prints, Photo- 
graphs, Catalogues 
L. Record Keeping Systems 
I. Stock cards 

Ninth Week 

THE TELEPHONE AND THE SWITCHBOARD 

A. Use of Voice — "Voice with the Smile" 

1. Clear, distinct, slow 

2. Rules for 

(a) Outgoing calls (see directory) 

(b) Incoming calls (see directory) 

B. Operation of Instrument 

1. Dialling a call (see diagram p. 23 directory) 

2. Central 

(a) How to call — Melrose 82 (pause) 45 

82 (pause) 45-J 

4 (pause) eight hundred 

five thousand 

(b) When there is no answer 

3. Information 

(a) No book number 

(b) Cannot find it 

(c) Repeat to central 

4. Traffic Manager 

(a) Defects in the mechanism 

(b) Unsatisfactory service 

5. Long distance 

(a) Particular person toll call 

(b) Number toll call 

C. Problems in 

1. Calling directly 

2. Calling indirectly 



COURSE OF STUDY AND SYLLABUS 253 

3. Calling departments 

4. Taking a message 

(a) Stationery and forms 

5. Telegrams by telephone 

6. Occupation-known subscriber 

7. No. and street known subscriber 

8. Apartment houses 

(a) When names are known 

(b) When number and street known 

9. Long distance points, rates p. 29 

10. Suburban calls 

11. Pay stations 

D. Emergency Calls — How to Call 

1. Fireman 

2. Policeman 

3. Ambulance 

E Getting a Telephone Installed 

1. Individual line 

2. Party line 

3. Private branch exchange switch 

{a) Operator 

4. Monitor switchboard 

5. Plug switchboard 

Tenth Week 

OFFICE APPLIANCES AND DEVICES 

I. An Office Appliance is Useful 

A. When profitably employed 

B. When cost of operating is cheap 

C. When expensive mistakes are eliminated 

D. When work is superior to handiwork 

E. When volume is an important factor 



254 OFFICE PRACTICE AND BUSINESS . STYLE 

II. Essential Office Appliances 

Typewriters, stamping machines, pencil sharpeners, 
rubber stamps, mail openers, check protectors, 
filing cabinets, follow-up ticklers, carbons, tele- 
phones, postal scales 
III. Valuable Appliances for Certain Business 

A. Dictating Machines 

{a) Dictaphone 
(b) Ediphone 

B. Calculating Machines 

{a) Listing 

i. Burroughs 

2. Dalton 
(b) Non-listing 

1. Comptometer 

2. Burroughs 

3. Ensign, etc. (Millionaire, Brunsviga, 

Barret) 

C. Billing Machines 

1. Elliott-Fisher 

2. Moon Hopkins, etc. (Underwood, 

Remington-Wahle) 

D. Statistical Machines 

1. Hollerith 

E. Cash Register 

F. Copying Machines 

1. Letter Press 

2. Rotary Copier 

(a) Roneo 

(jb) Rapid Roller 

G. Duplicating Machines 

(a) Hectograph 

(b) Rapidograph 

(c) Neostyle (Mimeograph) 



COURSE OF STUDY AND SYLLABUS 255 

(d) Beck 

(e) Daus 

(/) Commercial, etc. (Underwood, Flexotype, 
Writerpress, Multigraph, Printograph, 
Multicolor, Hooven typewriter) 
H. Addressing Machines 

(a) Addressograph (Graphotype) 

(b) Belknap 

(c) Elliott 

(d) Montague 

IV. Other Important Appliances 

A. Time clocks, folding, check signing, telautograph, 
dictograph, numbering, paper fastening, post- 
dates sealing 
Dictating Machine 

1. General Purpose 

2. Description of the machine 

(a) Motor 

{b) Record cylinder 

(c) Wax records 

(d) Speaking tube 

(e) Motor control 
(/) Cautions 

(g) Ten-way hearing time 

3. Directions for making a record 

4. Reproducing the record 

5. Record memorandum 

6. Advantages and disadvantages of the dictating 

machine 
Calculating Machine 
Addition 
Multiplication 
Subtraction 
Division 



256 OFFICE PRACTICE AND BUSINESS STYLE 

Eleventh Week 

TELEGRAMS AND CABLEGRAMS 

I. Meaning of 

A. Telegrams, cablegrams, marconigram, radiograph 

II. Classes of Service 

A. Fast day message 

(a) Based on io-word charge 

(b) Filed at any time 

(c) Permission to use 

Plain, code or cipher (explain) 

B. Day letter 

(a) Time to deliver same day 

(b) Fifty-word equals one and one-half times 

day message 

C. Night Message 

(a) Accepted till 2 a.m. 

(b) Delivered next business morning 

D. Night Letter 

(a) Fifty-word equals ten-word day 

(b) Accepted till 2 a.m. 

(c) Delivered next business morning 

III. Relative Advantages of Each Class 

IV. Telegraphic Money Order 

A. Value as compared with 

(a) Express money order 

(b) Postal money order 

(c) Instances of its use 

V. Wireless Telegraph vs. Marine Service 
VI. Cablegram Classes 

A. Regular, deferred, letters, week-end 
(a) When each class is used 



COURSE OF STUDY AND SYLLABUS 257 

VII. Code Systems 

A. ABC, A 1, Lieber's, Western Union 

(a) How to find code word for desired message 

B. Registered Cable Address 

C. Reversible Cable Address 

D. Private Codes 

{a) When used, when changed 

E. Unpacking code messages 

{a) Methods in vogue 
VIII. Rules for Writing Messages 

A. Clearness, conciseness, punctuation, unimportant 

words, omission of salutation and close 

B. Telegrams to be written in triplicate 

(a) Use of each copy 

C. Blank forms supplied by companies 

(a) Arrangement for easy counting of words 

D. Sending the message 

{a) Call box, telephone or messenger 
IX. Charges on Messages 
A. One word charge 

(a) Dictionary words, initials, geographical 
names, surnames, etc. 

Twelfth Week 

COMMERCIAL PAPERS AND FORMS 

I. Remittances 

A. Stamps 

B. Money orders 

(a) Postal — one indorsement 

(b) Express — any number of indorsements 

C. Bank Draft 

(a) Order upon another bank 

(b) Purchased by remitter 



258 OFFICE PRACTICE AND BUSINESS STYLE 

D. Cashier's check 

(a) Order upon its own bank 

E. Personal or bank check 

(a) Negotiable 

(b) Precautious 

(c) Dating ahead 

(d) Indorsements 

(e) Stoppage of payment 
(/) Certification 

F. Certificate of deposit 
II. Other Business Papers 

A. Receipts, should give 

{a) Date, amount, for what value 

B. Promissory Notes 

{a) Kinds 

(b) Protesting a note 

(c) Discounting a not/* 

C. Draft, commercial distinguished from bank 

(a) Kinds 

(b) Acceptance 

D. Deposit Slips 

{a) How to fill out 

(b) Paying teller 

(c) Receiving teller 

E. Bonds — Industrial corporations vs. government 

(a) Coupon vs. registered 

F. Stock certificates 

G. Shipping receipt 

(a) For individual shipments 
H. Bills of lading — triplicate 

(a) Straight bill of lading 

(b) Order bill of lading (draft) 



COURSE OF STUDY AND SYLLABUS 259 

7. Freight bill — advance charge 

(a) Added to final cost 

(b) Paid by consignee 
/. Notice of arrival 

(a) Sent to consignee 

(d) Demurrage 
K. Wharf receipt 

(a) From steamship company 
L. Express receipt 
M. Account sales 
N. Bills and invoices 

Thirteenth Week 

OFFICE REFERENCE BOOKS 

I. Directories 

A. Business 

1. General City — over 18 and business people 

(a) Alphabetically arranged 

(b) Women in business 

(c) Business houses 

(d) Partners 

(e) Corporation officers 
(/) Organization of 

1. R. R., City Govt., Associations 

2. Classified 

(a) Under occupational name 

(b) Heavy type cases 

3. Corporation and Co-partnership 

(a) General and special partners 

(b) Officers and capital 

(c) Trade names 

4. Classified telephone (Red Book) 



260 OFFICE PRACTICE AND BUSINESS STYLE 

B. Social 

i. Social registers 

2. Club lists 

3. Blue books (Dau's) 

(a) Arrangement by names 

(b) Arrangement by streets 

C. Miscellaneous 

1. General telephone 

(a) Subscribers, address, occupation 

2. Trade and professional 

(a) Names of individuals 
II. Reference Books 

A. Dictionaries 

1. Meanings 

2. Ideas (Roget's Thesaurus) 

B. General Information 

1. Biographies 

(a) Who's Who 

2. Business Journals 

(a) Bullinger's Guide (monthly) 

1. Steamships, meetings, dividends 

(b) Postal and Shippers' Guide 

1. P. O., R. R. 

3. Credit Rating Books 

(a) Bradstreet — Dun 

4. Gazetteers 

(a) Geographical and industrial informa- 
tion 

5. Almanacs and Atlases 

6. Cable Codes 

7. Hotel Guides 

8. Newspaper reference columns 

9. Railway Guides 
10. Globe Lists 



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